Cases

Cases are used to track the services provided to a clients for the programs your organization offers. Cases allows your team to understand the client's history with your agency and prevents data form being overwritten. A client record may have multiple cases depending on the services provided and if the client returns.

Cases are available for the following entities:

• Family
• Child
• Birth Parent
• Foster Family

Important Case Fields

The data collected for different Case Programs may vary, but there are a few fields which can help your team structure the data collected and provide some commonality across programs. 

• Case Program - the type of program the client is in
• Case Navigation - a toggle between different programs the client may be serviced by
• Case Number - number associated with the entry of a case record
• Case Stage - the phase of the program
• Case Start / Case End Dates - these simple dates can add parameters to the length of the case  

Case Program/Type

The Case Program field is used to distinguish the service provided to the client. Example: a Family may have a Home Study Only case followed by an Adoption case years later.

Case Program is a list that can be edited by SAM Leads. To edit the list, see SAM Guide: Lists

Case Program is often configured as the Cover Page Redirect, which means different programs can direct users to different forms to offer data collection relevant to that program. 

Case Navigation

Case Navigation allows users to toggle between cases. It is typically shown on a record's Cover Page. 

Case Number

Cases are numbered consecutively in the order they are added to SAM. Case Number can be edited to properly order cases, if they need to be updated. 

Case Stage 

High level conceptual phases of a Case Program from a client starting with your organization and closing. 

SAM Guide: Define your Process

Case Start / End Dates

• Case Start Date - an event that defines when a client case begins
• Case End Date - an event that defines when a client case terminates

Conceptually, define when a program's case will start and end is an important step in designing your program's workflow.

Add a New Case 

When a client is using your services again, or returning for a different service, you should Add a New Case, rather than overwrite the previous information to maintain a full client record or create a new Client record.  

Change Case of Sub-Records

Sometimes, a record tracked under Case needs to be moved to another Case. 

Delete a Case

When a client record has a case created by mistake, it can be deleted. This can happen as a result of your team accidentally adding a new case, or if the client fills out a form that triggers a new case to be created.