This section will outline how to create a new case within your system. The process is broken into three steps:

 

1. Select Client (find the client to create the case for)

2. Case Creation screen (record the initial case details)

3. Save new case

 

Please read on for more information on each step.

1. Select Client

 

Within Equinox every case must be linked to a client contact within your Address Book. 

(Some systems may refer to this as the Owner or Division. For more information on creating contacts in your Address Book please see Address Book ).

 

You will first need to find the client the new case is being created for. There are a few ways to do this:

 

  • From the Main Menu
  • From the Toolbar
  • Within an Address Book Organisation

 

Option

Description

From the Main Menu

a) Go to the Main Menu of Equinox



b). Find the ‘New Case for’ option and type the name of the client you are creating the case for in the ‘Client’ box

The system will find the contact within your Address Book. (Please note that you will need to add the client to you Address Book before you can create a case for them).

 

 

c) Click on the client’s name OR click ‘Go’ and you will be taken to the Case Creation screen (see step 2)


From the Tool Bar

a) Click on the ‘Create Case’ icon  in the top right hand corner of the toolbar across the top of the screen

 

 

 

b) Type the name of the new client you are creating the case for in the ‘Client’ box

The system will find the contact within your Address Book. (Please note that you will need to add the client to you Address Book before you can create a case for them).

 

 

c) Click on the client’s name and you will be taken to the Case Creation screen (See step 2)

 


Within an Address Book Organisation


a) Go to the Address Book
b) Search and click on the name of the Client Organisation
c) Click 'Create Case' in the left hand menu (See step 2)


Note: Cases can only be created for contacts that are enabled as a 'Client' in the Address Book. If you are unable to create a case for your contact, this is probably because the contact has not been enabled as a ‘Client’ within the contact organisation details.

 

Go to the Address Book, find the contact and make sure the ‘Client’ toggle is turned on.

 

 

2. Case Creation Screen

 

After you have selected the client you will be taken to the Case Creation screen. 

 

 

Note: There are some configuration settings that can alter the appearance of the Case Creation screen. The screen shot above shows the default configuration. 

 

a) Record the initial case information.

The following information can be recorded when the case is created:

 

Field

Description

Applicant

The applicant is the case contact that owns the rights to the case. This can be the same as the client. Choose from an existing applicant in your Address Book or create a new one:

  • Key Applicant: Lists any applicant contacts that are linked to the client organisation in your Address Book. Commonly used if the client has an applicant recorded in your Address Book.
  • Applicant List: Lists all applicant contacts within your Address Book.
  • New Applicant: Create a new applicant contact within your Address Book. When selecting this option you will have the ability to record the new applicant’s Name, Formal Name, Address Name, Salutation, Nationality and Address.

E.g.

 

 

Note: Some systems may have this last option disabled so that applicants must be created within the Address Book.

 

Billing Address

Choose the location that receives invoices for the case. The location is stored under the client organisation within your Address Book and must be enabled for Billing.

 

Attorney

This is the primary user that is responsible for managing the case. Also referred to as User/Fee Earner.

 

Next to the Attorney field is the option to ‘Set additional users’.

 

 

You can set a maximum of 4 users per case. The user descriptions can be edited. Please contact our support team to request this.

 

 

Note: It is possible to configure the default case users (e.g a default Attorney) for clients within the Address Book Organisation details and within the Team functionality. Please see the module on Contact Management and System Management for more information.

Case Type (optional)

This option enables users to group matter categories together, as an additional filter when searching for case. It is useful if there are a large number of case categories available in the system. Not all systems use this setting, however it can be configured in the System tab. Please see the System Configuration field for more information.

Category

Patent, Trademark, Design etc. This list can be configured in the System tab. Please see the System Configuration module for more information.

Sub-Category

These options are dependant on the category that is selected and can be configured in the System tab. Please see the System Configuration module for more information.

Short Title

Summary of the case for display purposes within the system.

Long Title

The Short Title is automatically copied to this field. The Long Title is typically used on invoices and correspondence.

Country 

Set the country of the case using the two character country code or by typing the country in the country name box.

 

b) Click the ‘Generate’ button to create the Case Code or type the code manually. 

(See the section on System > Case Code Generation for information on how this is configured).

 

c) Choose if a Patent Family is automatically created for the case. 

Please see the section on Case Families for more information on this.

 Note: This is only available for property case categories. A user should uncheck this box, if they are manually creating a case that they later need to make a member of an already existing family.

3. Save New Case


a) Click ‘Create’ to save the case in the system. 

You will be taken to the case Details tab.