CoolFocus Users may often need to manage multiple active Cases within a single Client record. This guide explains how to effectively navigate these situations, including adding activities like Visits and addressing common conflict messages.
Can a Profile Have Multiple Active Cases?
Yes, a Client record can have multiple active cases simultaneously. Each Case operates independently, but keep in mind that activities or Visits need to be associated with specific Cases. This ensures that the Visit or activity data is recorded appropriately for reporting and tracking purposes.
Adding Visits or Activities Within Multiple Active Cases
When a Client record has multiple active Cases, adding a Visit or activity directly from the Activity Stream might not associate it with the correct Case. To ensure the activity is tied to the desired case, follow these steps:
Locate the Specific Case: Open the individual case where you want to add the Visit.
Add the Visit: Use the +Visit button within that opened Case to associate the Visit directly to that specific Case.
This prevents confusion and ensures accurate record-keeping.
Resolving "Multiple Active Cases" Conflicts
There are 2 options you can choose when encountering a "multiple active cases" message when trying to add a Visit:
Option 1 - Deactivate an Older Case: Open the oldest active Case in the Client's record. Edit the Case and mark it as "Inactive." This action leaves only one active Case, allowing new Visits to be added from the Activity Stream without conflict.
Option 2 - Assign the Visit to a Specific Case: Open the specific Case where the Visit should be added. Use the +Visit option from within that Case to associate the activity accurately.
Both approaches work to prevent errors and maintain proper organization within the system.
Best Practices for Managing Multiple Cases
Regularly review active cases for accuracy and completeness.
Mark cases as "Inactive" when they are completed to reduce clutter and avoid conflicts.
Always ensure activities like Visits are recorded within the intended Case by opening it before adding a Visit or activity.
By following these practices and the steps outlined above, you can efficiently manage multiple active Cases and avoid common issues.