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Raising a case

Chris Ayris
Updated

HR

Step-by-step guide

The Case Management functionality in HR provides users with a tracker tool to initiate, progress and track cases through to completion. Cases of various configurable types can be raised and access provided to create or view the information and progress of the case granted.

This guide shows you how to raise a case in the Case Management module.

 

To raise a Case

  • Go to the following area:
    • Latest (left-hand) menu: Case Management > Cases
    • Pre-2025 (top) menu: Personal Data > Case Management
  • The screen presented will display cases on three tabs:
    • Own – cases that have been raised by you
    • Assigned – cases that are assigned to you
    • All – all cases
  • Click Insert New Record
  • Select whether the case being raised is for yourself or for a subordinate – the options presented for completion will vary dependent on the selection made
Note: If raising for a subordinate, the employees listed will be those selected in the last subset used so it is recommended to check the subset button in the top right corner of the page before adding any detail, to ensure there is no filter that will prevent you from selecting the correct employee.
  • Choose the Type and this will automatically populate the Priority field, although this can be changed as required
  • Enter a Description
  • If the case is related to something that is covered in a Policy Document select the document name and the appropriate file
  • If the case is for a Subordinate then an option to select the Employees will be available and a slider selection to determine whether the case is to be Visible to Employee

  • Click Update to save the record
  • The case will be created and a summary of the case presented
  • The History tab will display the actions taken to date on the case
Note: It is possible to change elements on the case at this point. Eg change the Priority or Owner.

Note: The Escalator field can be populated at this point. This can be any user that has access to the employee whose case it is and who is not the current case owner. The selected employee will receive an email notification.
  • The Access tab will enable you to add further users to the case as a Contributor
  • This will enable that user to add comments to the case
  • The permissions on the comments can also be determined for that Contributor
  • Access Expiry enables you to set a date at which the Contributor view of the information will be available to. This will then supersede the selection made in the View selection

Note: A Contributor will receive an email notifying them that they have been added to a case.

 

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