Investigations

The Investigations page allows you to view and record the details of investigations, police reports, and witness information related to the case.

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The Structure of This Page

1. Add Investigation button. Used to add investigation details to the case file.

2. Add Note button [Investigations section]. Used to add Investigations notes to the case file.

3. Investigations table. Contains the investigation details and allows various actions to be performed on them.

4. Investigation Documents link. Opens the Documents case page with an automatic filter for Investigations.

5. Add Police Report button. Used to add details regarding the police report to the case file.

6. Add Note button [Police Reports section]. Used to add Police Report notes to the case file.

7. Police Reports table. Contains the police report details and allows various actions to be performed on them.

8. Police Report Documents link. Opens the Documents case page with an automatic filter for Police Reports.

9. Add Witness button. Used to add witness details to the case file.

10. Add Note button [Witnesses section]. Used to add Witness notes to the case file.

11. Witnesses table. Contains the witness details and allows various actions to be performed on them.

12. Witness Documents link. Opens the Documents case page with an automatic filter for Witness.

13. Add New Note button. Used to add Investigations, Police Report, or Witness notes to the case file. Notes table. Contains Investigations, Police Report, and Witness notes, and allows various actions to be performed on them.

Investigations Table

The Investigations table is where the details of non-police investigations are stored. Each row of the table represents an individual investigation. See Tables for general information about table structure and usage, including all buttons and other tools in this table that are not mentioned below.

Columns in the Table

The Investigations table contains the following available columns:

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1. Investigation Type: The investigative action taken and the location of the investigative action.

2. People: The people relevant to the investigation (the investigator, source of records, provider of materials, investigation scheduler, and requesting staff member).

3. Dates: The date the investigation was assigned, the date of the investigation appointment or expected completion of the investigation, and the date the investigation was completed.

4. Comments: Any comments about the investigation.

5. Docs: The number of documents associated with the investigation and a link to the documents in the Documents case page.

6. Notes: The number of notes associated with that investigation, and a hyperlink to the related notes on the Notes page.

7. Action Column: Column containing an action icon, a right-click menu that contains Edit and Delete.

Other possible columns in this table that can be added using the Show/Hide Columns button in the Layout tab are:

1. Documents: A direct link to any documents attached to the entry.

2. Is Referred by Law Firm: Whether the investigation was performed at the request of the firm or separately.

3. Method of Service: The method of service of the request involved in the investigation.

4. Will Testify: Whether the person responsible for the records or statement is willing to testify.

Editing an Investigation

To edit an investigation:

1. Click the right-click icon in the untitled column of the row representing the investigation you wish to edit, or right-click anywhere in that row. This will bring up a menu of options.

2. Click the Edit option in the menu. This will bring up an Add/Edit panel for investigations, with the existing information filled in.

3. Fill the fields in with your desired information.

4. Click Save to save the changes and close the panel.

   • If you decide you do not wish to save the changes, click Cancel instead of clicking Save to undo the changes and close the panel. You can also click the white X at the upper right of the panel to do the same thing.

Deleting an Investigation

To delete an investigation:

1. Click the right-click icon in the untitled column of the row representing the investigation you wish to delete, or right-click anywhere in that row. This will bring up a menu of options.

2. Click the Delete option in the menu. This will bring up a confirmation message (to avoid accidental deletions).

3. Click the OK button in the message to confirm the deletion.

   • If you decide you do not wish to delete the investigation, click Cancel instead of clicking OK to cancel the deletion. You can also click the black X at the upper right of the message to do the same thing.

   • Until you either confirm or cancel the deletion, you may not be able to visit any other tab in your browser.

Adding an Investigation

To add a new investigation:

1. Click the Add Investigation button. This will bring up an Add/Edit panel for investigations, blank except for defaults.

2. Fill the fields in with your desired information.

3. Click Save to save the investigation and close the panel.

   • If you decide you do not wish to save the investigation, click Cancel instead of clicking Save to undo the changes and close the panel. You can also click the white X at the upper right of the panel to do the same thing.

Viewing Investigation Documents

To view all investigation-related documents in the case, click the Investigation Documents link. This will open the Documents case page in a new window, automatically filtered for documents whose category or subcategory is Investigations. (For this reason, it is recommended that you categorize or subcategorize all investigation-related documents as Investigations. See the Document Categories and Document Sub-Categories picklists for managing document categories and subcategories.) Note: The Investigation Documents link will also have the number of investigation-related documents in the case listed in parentheses.

The Add/Edit Investigation Panel

The Add/Edit Investigation Panel allows you to fill in the details of an investigation. See Add/Edit Panels for general information about panel structure and usage. This panel contains the following fields:

1. Assigned To / Investigator: The contact responsible for conducting the investigation.

2. Date Assigned: The date the investigation was assigned.

3. Method of Service: The method of service of the request involved in the investigation.

4. Investigation Type: The type of investigative requested.

5. Obtained From: The source of any records obtained during the investigation.

6. Will Testify: Whether the person who provided the records or statement is willing to testify.

7. Provided By: The provider of materials involved in the investigation.

8. Scheduled By: The contact who scheduled the investigative action.

9. Location: The location of the investigation. This field is limited to 30 characters; if an entry in this field is longer than 30 characters, only the first 30 characters will be saved and displayed.

10. Expected Completion Date: The date assigned from the investigation appointment or expected completion date of the investigation.

11. Date Completed: The date the investigation was completed.

12. Appointment: Shows the date of the scheduled investigation appointment.

13. New/Edit: Button to add a new/edit an existing investigation appointment directly from the investigation entry.

14. History: Shows the history associated with the investigation appointment.

15. Staff: The staff member who requested the investigation.

16. Comments: Any comments about the investigation.

17. Is Referred by Law Firm: Whether the investigation was performed at the request of the firm or otherwise.

18. Attach: A button allowing you to upload a document to be linked to the Investigation entry.

19. Select: A button allowing you to link a document that has previously been uploaded to the system from the Documents screen to the Investigation entry.

20. Document Table: A table showing all linked documents.

Police Reports Table

The Police Reports table is where the details of police reports are stored. Each row of the table represents an individual police report. See Tables for general information about table structure and usage, including all buttons and other tools in this table that are not mentioned below.

Columns in the Table

The Police Reports table contains the following available columns:

1. Report: The type and identification number of the police report.

2. Police: The details of the police department involved (the department name, division, police officer responsible for the report, and police precinct).

3. Dates: The date the report was requested by the firm, and the date it was received by the firm.

4. People: The contact that sent the report to the firm, and the contact that initially provided the report.

5. Comments: Any comments about the police report.

6. Docs: The number of documents associated with the police report and a link to the documents in the Documents case page.

7. Notes: The number of notes associated with that investigation, and a hyperlink to the related notes on the Notes page.

8. Action: A Right-click icon; the right-click menu contains Edit and Delete.

Other possible columns in this table that can be added using the Show/Hide Columns button in the Layout tab are:

1. Documents: A direct link to any documents attached to the entry.

2. Report Favorable: Whether the police report is considered favorable to the case.

Editing a Police Report

To edit a police report:

1. Click the right-click icon in the untitled column of the row representing the police report you wish to edit, or right-click anywhere in that row. This will bring up a menu of options.

2. Click the Edit option in the menu. This will bring up an Add/Edit panel for police reports, with the existing information filled in.

3. Fill the fields in with your desired information.

4. Click Save to save the changes and close the panel.

   • If you decide you do not wish to save the changes, click Cancel instead of clicking Save to undo the changes and close the panel. You can also click the white X at the upper right of the panel to do the same thing.

Deleting a Police Report

To delete a police report:

1. Click the right-click icon in the untitled column of the row representing the police report you wish to delete, or right-click anywhere in that row. This will bring up a menu of options.

2. Click the Delete option in the menu. This will bring up a confirmation message (to avoid accidental deletions).

3. Click the OK button in the message to confirm the deletion.

   • If you decide you do not wish to delete the police report, click Cancel instead of clicking OK to cancel the deletion. You can also click the black X at the upper right of the message to do the same thing.

   • Until you either confirm or cancel the deletion, you may not be able to visit any other tab in your browser.

Adding a Police Report

To add a new police report:

1. Click the Add Police Report button. This will bring up an Add/Edit panel for police reports, blank except for defaults.

2. Fill the fields in with your desired information.

3. Click Save to save the police report and close the panel.

   • If you decide you do not wish to save the police report, click Cancel instead of clicking Save to undo the changes and close the panel. You can also click the white X at the upper right of the panel to do the same thing.

Viewing Police Report Documents

To view all police report documents in the case, click the Police Reports link. This will open the Documents case page in a new window, automatically filtered for documents whose category or subcategory is Police Report. (For this reason, it is recommended that you categorize or subcategorize all police report documents as Police Report. See the Document Categories and Document Sub-Categories picklists for managing document categories and subcategories.) Note: The Police Reports link will also have the number of police report documents in the case listed in parentheses.

The Add/Edit Police Report Panel

The Add/Edit Police Report Panel allows you to fill in the details of a police report. See Add/Edit Panels for general information about panel structure and usage. This panel contains the following fields:

1. Obtained From: The contact that sent the report to the firm.

2. Department: The name of the police department involved in the report.

3. Division: The name of the division of the police department involved in the report.

4. Police Officer: The police officer responsible for the report.

5. Precinct: The precinct of the police department involved in the report.

6. Report Number: The identification number of the report.

7. Report Type: The type of the police report.

8. Report Requested: The date the report was requested by the firm.

9. Report Received: The date the report was received by the firm.

10. Report Provided By: The contact that initially provided the report.

11. Report Favorable: Whether the police report is considered favorable to the case.

12. Comments: Any comments about the police report.

13. Attach: A button allowing you to upload a document to be linked to the Police Report entry.

14. Select: A button allowing you to link a document that has previously been uploaded to the system from the Documents screen to the Police Report entry.

15. Document Table: A table showing all linked documents.

Witnesses Table

The Witnesses table is where details about witnesses are stored. Each row of the table represents an individual witness. See Tables for general information about table structure and usage, including all buttons and other tools in this table that are not mentioned below.

Columns in the Table

The Witnesses table contains the following available columns:

1. Witness: The name of the witness.

2. Witness Type: The type of witness.

3. Statement Request Date: The date the witness's statement was requested by the firm.

4. Statement Received Date: The date the witness's statement was received by the firm.

5. Has Important Records: Whether the witness is in possession of records important to the case.

6. Comments: Any comments about the witness.

7. Docs: The number of documents associated with the witness and a link to the documents in the Documents case page.

8. Notes: The number of notes associated with that investigation, and a hyperlink to the related notes on the Notes page.

9. Action: A Right-click icon; the right-click menu contains Edit and Delete.

Other possible columns in this table that can be added using the Show/Hide Columns button in the Layout tab are:

1. Documents: A direct link to any documents attached to the entry.

2. Is Favorable: Whether the witness's statement is considered favorable to the case.

3. Will Testify: Whether the witness is willing to testify.

Editing a Witness

To edit a witness:

1. Click the right-click icon in the untitled column of the row representing the witness you wish to edit, or right-click anywhere in that row. This will bring up a menu of options.

2. Click the Edit option in the menu. This will bring up an Add/Edit panel for witnesses, with the existing information filled in.

3. Fill the fields in with your desired information.

4. Click Save to save the changes and close the panel.

   • If you decide you do not wish to save the changes, click Cancel instead of clicking Save to undo the changes and close the panel. You can also click the white X at the upper right of the panel to do the same thing.

Deleting a Witness

To delete a witness:

1. Click the right-click icon in the untitled column of the row representing the witness you wish to delete, or right-click anywhere in that row. This will bring up a menu of options.

2. Click the Delete option in the menu. This will bring up a confirmation message (to avoid accidental deletions).

3. Click the OK button in the message to confirm the deletion.

   • If you decide you do not wish to delete the police report, click Cancel instead of clicking OK to cancel the deletion. You can also click the black X at the upper right of the message to do the same thing.

   • Until you either confirm or cancel the deletion, you may not be able to visit any other tab in your browser.

Adding a Witness

To add a new witness:

1. Click the Add Witness button. This will bring up an Add/Edit panel for witnesses, blank except for defaults.

2. Fill the fields in with your desired information.

3. Click Save to save the witness and close the panel.

   • If you decide you do not wish to save the witness, click Cancel instead of clicking Save to undo the changes and close the panel. You can also click the white X at the upper right of the panel to do the same thing.

Viewing Witness Documents

To view all witness-related documents in the case, click the Witness Documents link. This will open the Documents case page in a new window, automatically filtered for documents whose category or subcategory is Witness. (For this reason, it is recommended that you categorize or subcategorize all witness documents as Witness. See the Document Categories and Document Sub-Categories picklists for managing document categories and subcategories.) Note: The Witness Documents link will also have the number of witness-related documents in the case listed in parentheses.

The Add/Edit Witness Panel

The Add/Edit Witness Panel allows you to fill in details about a witness. See Add/Edit Panels for general information about panel structure and usage. This panel contains the following fields:

1. Witness: The name of the witness.

2. Witness Type: The type of witness being entered.

3. Is Favorable: Whether the witness's statement is considered favorable to the case.

4. Will Testify: Whether the witness is willing to testify.

5. Statement Request Date: The date the witness's statement was requested by the firm.

6. Statement Received Date: The date the witness's statement was received by the firm.

7. Has Important Records: Whether the witness is in possession of records important to the case.

8. Comments: Any comments about the witness.

9. Attach: A button allowing you to upload a document to be linked to the entry.

10. Select: A button allowing you to link a document that has previously been uploaded to the system from the Documents screen to the entry.

11. Document Table: A table showing all linked documents.

Notes Table

The Notes table displays the details of notes that have the Investigations, Police Report, or Witness type. Each row of the table represents an individual note. See Tables for general information about table structure and usage, including all buttons and other tools in this table that are not mentioned below. See the Notes case page for viewing notes of all types.

Columns in the Table

The Notes table contains the following available columns:

1. Date: The date and time the note was created.

2. Staff: The staff member who created the note.

3. Notes: The content of the note, including formatting.

4. Related To: The name(s) of any case contacts related to the note.

5. Type: The note's type.

6.  [Priority]: The priority level of the note.

7. Action: A Right-click icon; the right-click menu contains Edit, Email, Print, Copy, and Delete.

Editing a Note

To edit a note:

1. Click the right-click icon in the untitled column of the row representing the note you wish to edit, or right-click anywhere in that row. This will bring up a menu of options.

2. Click the Edit option in the menu. This will bring up an Add/Edit panel for notes, with the existing information filled in.

3. Fill out the note and save it.

Emailing a Note

To email a note:

1. Click the right-click icon in the untitled column of the row representing the note you wish to email, or right-click anywhere in that row. This will bring up a menu of options.

2. Click the Email option in the menu. This will open the Case Email panel with the note's creator, date and time of creation, and content automatically entered in the body of the email.

3. Fill out the email with any desired additional content.

4. Click Send to send the email.

   • If you decide you do not wish to send the email, click the white X at the upper right of the panel to close the panel without sending the email.

Printing a Note

To print a note:

1. Click the right-click icon in the untitled column of the row representing the note you wish to print, or right-click anywhere in that row. This will bring up a menu of options.

2. Click the Print option in the menu. This will open a new tab containing the details of the note, and immediately bring up your browser's print options for that tab.

   • The details of the note include the number, name, type and status of the case the note is part of; the note's type and priority level; the date the note was created; the staff member who created the note; the date the note was modified; the staff member who modified the note; and the contents of the note.

3. Select the print options you desire and print the note. (Since the printing is performed by the browser and not by SmartAdvocate, different users may have different printing interfaces. Consult your browser's help if you need further details at this point.)

   • Note that after printing, the tab containing the note will remain open. You may close this if you wish.

Copying a Note

To copy a note:

1. Click the right-click icon in the untitled column of the row representing the note you wish to copy, or right-click anywhere in that row. This will bring up a menu of options.

2. Click the Copy option in the menu. This will bring up a panel allowing you to choose the case file to which you want to copy the note. The panel contains a Radio button group for the last ten cases you have visited (including the case the note is already in, in case you wish to put an additional copy of the note in the same file). It also includes a Text input field in which you can enter a different case number, in case you wish to copy the note to a case other than the ten listed.

3. If you wish to copy the note to one of the last ten cases you have visited, click the radio button associated with that case. If you wish to copy the note to some other case, instead type that case's case number in the text input field.

4. Click Copy to copy the note to the chosen case file.

   • If you decide you do not wish to copy the note, click Cancel instead of clicking Copy to cancel the copying and close the panel. You can also click the white X at the upper right of the panel to do the same thing.

Deleting a Note

To delete a note:

1. Click the right-click icon in the untitled column of the row representing the note you wish to delete, or right-click anywhere in that row. This will bring up a menu of options.

2. Click the Delete option in the menu. This will bring up a confirmation message (to avoid accidental deletions).

3. Click the OK button in the message to confirm the deletion.

   • If you decide you do not wish to delete the note, click Cancel instead of clicking OK to cancel the deletion. You can also click the black X at the upper right of the message to do the same thing.

   • Until you either confirm or cancel the deletion, you may not be able to visit any other tab in your browser.

Adding a Note

To add a new note:

1. Click the Add Note button in either the Investigations, Police Reports, or Witnesses table, or alternatively, click the Add New Note button in the Notes table and then click one of the options (Investigations, Police Report, or Witness) in the menu that appears. This will bring up The Add/Edit Note Panel with the type already selected.

• The note type will be Investigations if you clicked Add Note in the Investigations table or clicked the Investigations option in the menu after clicking Add New Note in the Notes table. The same idea holds for the Police Report and Witness note type.

• The note type will still be editable; in theory, you could add any type of note starting from the Investigations page. However, it is generally better practice to use the Add a Note icon in the Quick Action Toolbar for notes of arbitrary types.

1. Fill out the note and save it.