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Before creating cases

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Cases are actually databases designed to help you organize and analyze data in preparation for depositions and trial. Cases may be created manually by supplementing with pre-built templates, or copying a previous case into CaseMap and then customizing it for a particular case.

Planning your case before you start creating it in CaseMap helps you get the most productivity from CaseMap with the least effort. You can also avoid false starts with a small amount of pre-planning.

Use the following Case Creation Checklist to assist in planning your case.

Checklist: Creating Cases
	Task
	Are you starting new cases in CaseMap? This is a best practice for all cases, small and large. * If you are approaching a trial date, importing large amounts of data from existing cases into CaseMap is not recommended. Existing case data requires editing and mapping to prepare the data for an import into CaseMap.
	Do you have a CaseMap cases folder created on the network for local cases? Is security applied to this folder and reserved to only case users?
	Do you have SQL cases created and registered in the CaseMap Admin Console for cases that are available on the WAN? Did you assign the case to users in the CaseMap Admin Console? * This only applies to organizations who have CaseMap Server installed.
	Have you identified the primary time zone where case events occur?
	Do you have multiple time zones for case events?
	Have you determined the additional date and time modes and settings used for this case? * Date and time settings affect how data is read and imported from other sources like the Intake Interview Jumpstart form, delimited text files, etc. It also affects how manual data entry of dates should be done.
	Did you remember to fill in case properties information in File > Properties, so you can track the court case number opposing counsel, assigned judge, and enter a case description?
	Did you evaluate the spreadsheet field types needed to hold specific case information?
	Do you have field naming conventions set in place?
	Are there any custom fields that need to be created for spreadsheets and reports? * CaseMap's default set of fields should accommodate most of your data entry needs.
	Do you know the names, types, and properties for any custom fields you have planned?
	Do you need to apply field security to restrict users from entering data or changing the status of a field?
	Do you have a listing of all case staff that need to be added to the case?
	Did you make all users Authors (instead of Scribes), so you can track user history based on user logons? * CaseMap tracks Scribe user history in the Creation Scribe and Last Update Scribe fields. Insert the Last Update Author and Last Update Scribe fields to track individuals.
	Have you determined short name conventions for all people and organizations associated with the case, particularly for duplicate or unusual names?
	Do you plan to use the Case Jumpstart Wizard to enter a Cast of Characters?
	Have you assigned a case staff member the task of creating an issue outline?
	Have you discussed with case staff the protocol for entering case data?

Note the following requirements and considerations for naming cases:

Requirements

•	Case names may contain: letters, numbers, spaces, commas, and periods.

•	Case names many not contain: colons, quotations marks, slashes, or asterisks.

Considerations

•	When determining the name for a case, it is a good idea to check whether your firm already has a naming convention in place. Many firms name files by case name or matter.

•	The case name may be visible to clients and other parties outside your firm as it prints on all reports.

•	The case name may be visible to other users and system administrators as it appears in the file name and in the title bar within CaseMap.

network folders for staff access

Cases should be stored on the network where all case users can access the file. The case should be stored by case name or matter, or according to your organization's internal guidelines.

If there is no network setup or only one individual is using a case, the case can be stored on a user's hard drive. In this instance, nightly backups of the case should be made to a flash drive or portable hard drive. In this scenario, other users cannot access the case without using a replica copy. Synchronizing data with the primary case should then occur regularly.

Most organizations have network directory design guidelines already in place for storing information in a consistent manner. We recommend that you consider our example while you review your own.

The following example reflects folder naming conventions and directory hierarchy for storing cases, documents, replica cases, backup files, etc.

If you are planning to move a case to a new directory location, and want to ensure that the database is still accessible to users, build a directory template structure that is easy to relocate.

Case security is applied by controlling access to cases stored in folders on your network. Apply folder security for only those case users working on a particular case. In this manner, you are preserving case integrity by preventing others from reviewing your case information and strategy.

When you create a new case, it's important to identify the time zone. Select this value based on where the case facts occurred. This may not necessarily be where your firm is located. Once you set the time for a case, you cannot reset it later.

The Case Jumpstart Wizard helps you get started building the cast of characters and entering information when you create a new case. The wizard also helps you categorize the different types of people and organizations involved in the case. Information populates the All Objects spreadsheet and any applicable sub-level object spreadsheets. Use of the wizard or any wizard page is optional and can be skipped if you do not have any entries. You can also use the Case Jumpstart Wizard any time after the case is created to enter new information. For more information, see: Using the Case Jumpstart Wizard.

As you gain more experience using CaseMap, you will learn the kind of case customizations work best for your practice. For example, you may find that given a particular type of case, you always use the same set of issues, questions, research, spreadsheet views, custom fields, and staff. Case templates provide a way for experienced CaseMap users to save time when creating new cases by promoting reuse of case features. For more information on case templates, see: Case templates.

About cases

Creating cases

Need additional help? Email the CaseMap Support team at: casemap.support@lexisnexis.com, or contact a support representative at 800.543.6862 (Option 2, then Option 4). The CaseMap Support team is available between the hours of 9:00 a.m. to 7:00 p.m. Eastern Time, Monday - Friday.

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