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Create a new case/project
When adding new items to the system, users begin by creating a new case/project to contain them. Depending on your organization's industry and preferences, your tracking containers may be referred to as either cases or projects. Both are exactly the same thing. Think of your cases/projects as containers for groups of items and the persons associated with them. Persons and items must be placed within previously established cases/projects. Therefore, the cases/projects must be created prior to the items and persons that will be placed inside of them.
1. From the Quick menu, click the 'New case/New project' icon
You can also begin by clicking on in the top menu bar and selecting
2. You will be directed to a page that will ask you to enter a new case/project number. Enter a valid case/project number based on your organization's naming strategy.
Consider that a consistent, well-thought-out naming strategy will vastly increase your overall organization and ability to locate projects and items in the future. Example: 03-16-2010-A, 03-16-2010-B, 03-16-2010-C... incorporates the case/project creation date for the first part of the name and alphabetic increments to differentiate cases/projects entered on the same day.
3. Once you have successfully entered a valid case/project number and clicked , The software performs a check to ensure that the project number entered does not already exist. Because the tracking system is designed to track unique cases/projects and items, it is essential that each case/project and item is given a unique number. If your intention is to create a new item to be associated with an existing case/project — instead of a new case/project altogether, the resulting error message provides you with the appropriate link to perform that function.
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4. If the case/project number entered is valid and does not already exist within the system, you will be directed to a case/project submission form.
Complete the applicable fields (Fields with a blue background are required) and click one of the buttons at the bottom depending on the next action you would like to perform.
Fields on the case/project submission page
- Location: If your organization has more than one physical location and you have access to the files associated with them, use this dropdown menu to select from the available locations in the 'Items entered on behalf of' section.
(Note: This feature is disabled by default and must be requested by organizations who wish to utilize the multiple-locations features.)
- Submitted for: This field refers to the individual in charge of the case/project and items in question. Because all case/project permission settings are based on the individual indicated here, it is imperative that this field selection is accurate.
(Note: Only power-users and administrators have access to the 'Submitted for' section. Power-users and administrators may use this dropdown menu to assign or change the identity of a case/project manager (the individual selected in the 'Submitted for' field) when creating or altering a case/project. Users with 'Add-only' status do not have sufficient access to alter this selection and will automatically be assigned as the case/project manager when creating a new case/project. When a user with 'Add-only' status creates a case/project, he/she may alter that particular case without restrictions. However, 'Add-only' users may not alter cases or items created by other users unless granted specific access by the case/project manager, power-user or system administrator in the 'permissions' section (next).)
- Permissions: This link produces a pop-up window that allows the case/project manager to assign access and specific permissions to other users within the system. By granting permission to other users, the case/project manager is essentially giving those users the ability to alter the case/project in question. Permissions may be altered at any time by a power-user or system administrator.
- Custom fields: Custom fields allow you to tailor the system to track the types of items collected and stored by your specific organization. Deciding how many custom fields to include is perhaps the most challenging elements in the easy-to-use Tracker Products system. Creating and implementing them, however, is easy.
- Fields displayed with a blue background are required and must be completed.
- Fields displayed with a white background are not required.
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