Instructions for how to view and manage cases. This document is for staff who will be assigned cases.
\uD83D\uDCD8 Instructions
View / Manage Cases
There are two ways you can navigate to cases:
From the link sent to your email when assigned the case
From the Case Icon in the Navigation
Email Link
Click on the “View Case Details” link shown in your email.
This will bring you directly into manage the case for that specific student.
Follow the instruction below starting with Case Assignment if needed otherwise move further down to the Add Comment and Close Case section.
Case Icon in the Navigation
Log into Navigate if you are not already logged in.
Click on the Case icon in the left navigation.
The cases widow will open.
The “Open” cases with the “Alert” type will show by default.
If you want to see cases where students have submitted request you will need to change the Alert Type filter to “Request Assistance”.
The filters at the top of the page can be used narrow down the list of cases you want to see.
Select the filters you want to apply.
Assigned to You: For example if you only want to see cases Assigned To you.Click on the Assigned To dropdown.
Select your Name from the list.
After you are done choosing your filters you must select Search to apply the filters to your list.
My Students Only: If you have assigned students you can choose to only view cases for those students by selecting the check box under the filtered area, labeled “My Students Only”.
Manage / Update a Case
Click the Manage Case button to the right of the case you would like to view.
The manage case window will open.
The student name, reason, and assigned staff will show at the top of the window.
Case Assignment
The top area will show who the case is assigned to. The case can be assigned to more than one individual.
Add an Assignee
Click in the Assignee box.
Type of the name of the individual you would like to assign (you must have permissions to re-assign cases for this to be available).
Select the name from the list.
When you are done adding the name(s), select Save Changes.
Remove an Assignee
Click the x in front of the assignee you would like to remove. Be sure that the assignee box is not empty.
Select Save Changes.
Owner
The owner field can be used to add additional staff to the case.
For example a supervisor of an area may want to see the list of all cases for their staff. If they are added as the case owner they can use the Case owner filter to see the full list of cases for their area.
You could also use the owner field as the person who is in charge of taking care of the case.
Case Activity
The case activity area will show all of the details about the case from creation to close.
Add Comment
Select the Add Comment button under the Case Activity.
The comment box will now show for you to type.
Include when/how you reached out to the student
Whether a meeting took place
If meeting with the student create an appointment summary to complete the meeting
Any other detail you feel necessary
Be careful when enter information here, other staff who have access to cases will see your case comments.
Select Add Comment.
Your comment will now show in the Case Activity area.
Close Case
When to Close the Case
After you have reached the student.
ORAfter two attempts to reach them without response.
How to Close the Case
Select the Close Case button.
Click in the Outcome field.
Choose the appropriate outcome for your case.
Add a comment to close the case (i.e. appointment set with the student)
Check the box next to Allow closed comments to be shown in email
The comments will be sent to the staff that issued the ad hoc alert along with the case outcome.
Select Submit to close the case.
The case closed email will be sent the the individual who issued the alert.
Example of case closed email (including comments).
You can find this case now when filtering on the case status of Closed. It will also show on the student profile under the Reports/Notes tab.
\uD83D\uDCCB Related articles
Cases (EAB Help Center)