Navigating Clients and Cases in CaseScribe

CaseScribe organizes your work into two levels: Clients and Cases.

A Client represents the person whose information you are managing. Each client can have one or more cases.

A Case contains the documents, facts, case summary, Ask AI conversations, and other information related to a specific matter.

For many VA disability workflows, one client may have one primary case containing the veteran's eFolder and related records. Your organization can create additional cases when needed.

The Clients page is the main place to find, organize, and manage your caseload.

From this page, you can:

Teams, Workflow Statuses, and Tags serve different purposes.

Use Teams to identify who is responsible for a client or which internal group owns the work.

Teams are optional, and your organization can create a structure that matches its workflow.

To assign or change a client's Team:

The change is saved without requiring you to open the full client record.

Use Workflow Status to track where a client is in your organization's internal process.

Your organization can customize its Workflow Statuses. For example, statuses might include:

The exact statuses available in your organization may be different.

To change a client's Workflow Status:

Use Tags for additional labels or categories that do not belong under Team or Workflow Status.

For example, a client could be assigned to the Smith Team, have a Workflow Status of Attorney Review, and also have Tags for other information your organization wants to track.

Keeping Teams, Workflow Statuses, and Tags separate makes filtering and saved views more useful.

Filters help you narrow the Clients page to the matters you want to review.

You can filter clients by:

Filters can also be combined.

For example, you could display clients assigned to a particular Team who currently have a specific Workflow Status.

Filtering changes what is displayed on the Clients page without changing the underlying client information.

If you regularly use the same filters, you can save them as a View instead of rebuilding the filters each time.

Depending on your access and how the view is created, a saved view may be:

Examples of saved views include:

Use the Recently Viewed area to quickly reopen clients you recently accessed without searching through your full client list.

This can be helpful when moving between several active matters throughout the day.

The Clients page also displays updated information based on recent activity associated with a client.

This may reflect activity involving the client's information, cases, or documents.

Use this information as a quick way to identify matters with recent activity.

Select a client's name to open the client record and view their cases and other client-level information.

Client information may include:

Depending on your permissions, you can also edit the client's information.

To create a client:

Only the required fields must be completed before the client can be created. Additional information can be added later.

Each client can have one or more Cases.

A case is where most document review and case analysis takes place.

Depending on the information available, a case may contain:

For many VA disability matters, one case may contain the veteran's eFolder and related records.

Separate cases may be useful when your organization intentionally needs to keep different matters or document sets separate.

To open a case:

Inside the case, you can access the available case-review tools and information.

Depending on your permissions, this may include documents, facts, summaries, ASK AI, and export tools.

Users with the appropriate permissions can edit case information.

Available case information may include:

A case's status is separate from the client's Workflow Status.

The client's Workflow Status tracks where the client is in your organization's overall process. Case information applies only to the individual case.

CaseScribe allows your team to add workflow notes and review a history of workflow changes.

Workflow notes can provide additional context when a client's workflow information changes.

For example, a note might explain why a client was moved to another workflow stage or provide information the next team member should know.

The change history allows your team to review previous updates instead of relying only on the client's current Team or Workflow Status.

CaseScribe allows organizations to share specific cases with external collaborators using Guest access.

For example, a case might be shared with:

Guest users can access only the clients or cases that have been specifically shared with them.

To manage guest access:

Guest users have more limited permissions than regular members of your organization and cannot make certain changes to the case.

For detailed instructions and a complete explanation of guest permissions, see How Guest Sharing Works in CaseScribe.

Organization administrators can configure the Teams and Workflow Statuses available to users.

From the Admin area, administrators may be able to:

These settings allow each organization to structure CaseScribe around its own internal workflow.

Note: Changes to organization-wide Teams and Workflow Statuses affect the options available to other users and should generally be managed by an organization administrator.