Managing SQL cases

The SQL Cases pane allows you to set up CaseMap or TextMap cases on an SQL Server. Here you see a complete listing of all SQL cases which includes the name, case type, client matter number, the server where the case resides, the date created and the date accessed. In this pane, you can manage the state of each case, as well as assign and notify case users.

Use the SQL Cases pane to:

•	View a complete listing of registered SQL cases

•	Create new SQL case databases

•	Register existing SQL case databases

•	Map case staff

•	Test case connectivity

•	Refresh the case list

•	Sort column data

•	Change the server for a case

•	Rename cases

•	Edit case properties

•	Deactivate cases

•	Delete cases

•	Email all assigned users for a case

•	Export a list of cases

•	Export a case database

This section only addresses managing SQL cases. Users can optionally create local cases, just as in prior versions of CaseMap or TextMap. For more information, see the CaseMap or TextMap help systems.

To create a new CaseMap SQL case

Each CaseMap case is stored in its own SQL Server database. You cannot have multiple cases stored in the same database, and each case must have a unique name. You can create new cases as well as register existing cases that you have imported from prior versions of CaseMap.

1.	In the CaseMap Server pane, click SQL Cases.

2.	Click on the New SQL Case button on the toolbar.

3.	In the New CaseMap SQL Case dialog box, select CaseMap SQL.

4.	Next select Create a new SQL case database, then click OK.

5.	In the New CaseMap SQL Case dialog box, type in a name for the case in the Case Name field.

The maximum case name is 100 characters.

6.	In the Client Matter No. field, type in the client matter number (optional).

The maximum client matter number is 100 characters.

7.	In the Description field, type in a case description (optional).

The maximum description is 200 characters.

8.	In the Default Time Zone drop-down listing, click on the time zone where most of the case events occur.

9.	In the Template Name field, select the CaseMap template you want to use to create the SQL case.

The CaseMap Default Template is used if you have not created any CaseMap templates.

For more information, see Creating SQL cases from CaseMap templates.

10.	In the SQL Server drop-down listing, select the SQL Server that will host or store this case.

11.	In the Database Name field, type in the SQL database name.

The maximum SQL database name is 128 characters.

12.	Select whether to use a new database or an existing, empty database:

•	Create the new database on the SQL Server

•	Use an existing empty database on the SQL Server

12.	Click the Test Connection button.

13.	In the message box to confirm the connection, click OK.

14.	Click the Create button to create the case.

15.	In the message box, click OK to continue.

The case now displays in the SQL Cases pane.

14.	Continue creating SQL cases, as needed.

15.	Click Close when you are finished.

To create a new TextMap SQL case

Each TextMap case is stored in its own SQL Server database. You cannot have multiple cases stored in the same database, and each case must have a unique name. You can create new cases as well as register existing cases that you have imported from prior versions of TextMap.

1.	In the CaseMap Server pane, click on SQL Cases.

2.	Click on the New SQL Case button on the toolbar.

3.	In the New SQL Case dialog box, select TextMap SQL.

4.	Next select Create a new SQL case database, then click OK.

5.	In the New TextMap SQL Case dialog box, type in a name for the case in the Case Name field.

The maximum case name is 100 characters.

6.	In the Client Matter No. field, type in the client matter number (optional).

The maximum client matter number is 100 characters.

7.	In the Description field, type in a case description (optional).

The maximum description is 200 characters.

8.	In the Exhibits Import Folder area, type in the path name to the exhibits folder you want to import or click Browse (optional).

9.	In the Browse for Folder dialog box, select the file path to the exhibits folder you want, then click OK.

10.	In the SQL Server drop-down listing, select the SQL Server that will host or store this case.

11.	In the Database Name field, type in the SQL database name.

The maximum SQL database name is 128 characters.

12.	Select whether to use a new database or an existing, empty database:

•	Create the new database on the SQL Server

•	Use an existing empty database on the SQL Server

13.	Click the Test Connection button.

14.	In the message box to confirm the connection, click OK.

15.	Click the Create button to create the case.

16.	In the message box, click OK to continue.

The case now displays in the SQL Cases pane.

17.	Continue creating SQL cases, as needed.

18.	Click Close when you are finished.

To register an existing SQL case

Registering an existing SQL case file in the CaseMap Admin Console allows you to register a previous version (CaseMap or TextMap) case that you migrated into the SQL Server, but does not yet display in the SQL Cases pane. Cases are registered individually using the CaseMap or TextMap SQL Import Utility. Case names must be unique.

Case databases can also be unregistered. Unregistering a case does not delete the database file; it simply stops the CaseMap Server from serving it. If you later decide to re-register the case, it will be assigned a new and unique internal ID. Users assigned to an earlier version of the case will not be able to access it when it is re-registered until they are re-assigned to the case.

1.	In the CaseMap Server pane, click on SQL Cases.

2.	Click on the New SQL Case button on the toolbar.

3.	In the New SQL Case dialog box, select the type of case you want to create: CaseMap SQL or TextMap SQL.

4.	Next select Register an existing CaseMap SQL case database.

5.	Click OK to open the Register TextMap SQL Case Database dialog box.

This dialog box is named Register CaseMap SQL Case Database, if you selected CaseMap SQL.

6.	In the Case Name field, type in the case name.

The maximum case name is 100 characters.

7.	In the Client Matter No. field, type in the client matter number (optional).

The maximum client matter number is 100 characters.

8.	In the Description field, type in a case description (optional).

The maximum description is 200 characters.

9.	In the SQL Server drop-down list, select the SQL Server you want to connect with this case.

10.	In the Database Name field, type in the existing SQL database name.

The maximum SQL database name is 128 characters.

11.	Click Register to register the case.

The case now displays in the SQL Cases pane.

12.	In the Map Case Users dialog box, select a user in the Unmapped case staff members box.

13.	Choose one of the following depending on the user account status:

•	If the user is already added as a user in the CaseMap Admin Console, select the same user name in the Unmapped CaseMap Server users box, then click Add.

The user displays in the Mapped users box. For more information, see Mapping users.

•	If the user is not already added as a user in the CaseMap Admin Console, click the New CaseMap Server User button.

Complete steps for adding a new users. See Creating Users.

Next complete steps for mapping the user as mentioned in the above bullet.

Remember to assign users to roles. See Creating Roles.

14.	Click OK to continue to save mapped users.

The existing case is now registered with existing/new users mapped to user accounts in the CaseMap Admin Console.

To change the server for a case

We recommend that you only edit these values if you have moved or renamed a case database. Changing the SQL Server will not move or rename the SQL case database.

1.	In the CaseMap Server pane, click on SQL Cases.

2.	Right-click on the case you for which you want to change the server and click SQL Case Properties.

You can also double-click on the SQL case or click on the Action menu and then click SQL Case Properties.

3.	In the SQL Case Properties dialog box, click the Change button.

4.	In the message box, click OK.

5.	In the SQL case Properties dialog box, select a new SQL Server in the SQL Server drop-down listing.

6.	Click the Test Connection button to ensure a connection to the new SQL Server.

7.	In the message box to confirm the connection, click OK.

8.	Click OK when you are finished.

To rename a case

1.	In the CaseMap Server pane, click on SQL Cases.

2.	Right-click on the SQL Case you want to rename and click Rename.

You can also click the Action menu and then click Rename.

3.	In the Rename dialog box, type in the new SQL case name, and then click OK.

The new SQL case name now displays in the SQL Cases pane. The server list does not resort after a name change.

The Rename dialog box allows you to use carriage returns to support manual line breaks in CaseMap report headers and title pages. A space is automatically added in the case name for each carriage return entered.

To edit case properties

At least one case must be listed in the SQL Cases pane in order to edit case properties.

1.	In the CaseMap Server pane, click on SQL Cases.

2.	Double-click on the SQL case for which you want to edit case properties.

You can also click the Action menu and then click SQL Case Properties, or right-click on the case file and click SQL Case Properties.

3.	In the SQL Case Properties dialog box, enter your edits.

4.	Click OK to save your changes.

To deactivate a case

We recommend that you email all assigned case users before deactivating a case. When you deactivate a case, any users currently working in the case will not be kicked out. However, they will not be able to log back into the case once they close it.

1.	In the CaseMap Server pane, click on SQL Cases.

2.	Double-click on the SQL case you want to deactive.

You can also click the Action menu and then click SQL Case Properties, or right-click on the case file and select SQL Case Properties.

3.	In the SQL Case Properties dialog box, click on the General tab.

4.	Select the Case is inactive check box.

5.	Click OK or Apply to save the change.

Users cannot logon to this case until you clear the Case is inactive check box.

To delete a case

Delete cases that case staff no longer need to access. When a case is deleted, it is no longer registered in the SQL Server database. The SQL Server database itself is not deleted.

We recommend that you email all assigned case users before deleting a case. When you delete a case, any users currently working in the case will not be kicked out. However, they will not be able to log back into the case once they close it.

Once a case is deleted, the action cannot be undone. For assistance with archiving the case file database, contact your SQL Server administrator.

1.	In the CaseMap Server pane, click SQL Cases.

2.	Select the case you want delete.

3.	Click the Delete button on the toolbar.

You can also right-click on the case and click Delete or select Delete from the Action menu.

4.	In the message box, click OK.

5.	In the message box to confirm the action, click Yes.

The case no longer displays in the SQL Cases pane or the User Properties dialog box for those users assigned to the case.

To email all users assigned to a case

If users are logged into a SQL case and you need them to exit it to perform administrative tasks, simply send them an email to alert them of when and why they need to log out of it.

1.	In the CaseMap Servers pane, click SQL Cases.

2.	Select the case for which you want to send an email.

3.	Click the Generate a new email button.

Or, right-click on the case and click Email users assigned to case, or select this option from the Action menu.

A Microsoft Outlook email template opens automatically addressed to the user. The email body contains pre-written text that you can modify with your own message.

To export a case list

An exported SQL case list is saved in a directory folder where you can reference it later using Microsoft® Excel. Both CaseMap and TextMap SQL cases display in the case list.

1.	In the CaseMap Server pane, click on SQL Cases.

2.	Click the Export list button .

3.	In the Save As dialog box, locate the folder where you want to save the exported case list, then click Save.

4.	In the message box to confirm the export and view the saved file, click OK.

To export a case database

Information about exporting case databases is addressed in the Replicating and Synchronizing Cases book in the Table of Contents.

To create SQL case replicas in the CaseMap Admin Console, see Creating replica SQL cases.

To create replicas of local or SQL cases in the client application:

•	For CaseMap, see Creating replica cases.

•	For TextMap, see Creating replica cases.

Managing SQL cases						CM_case_files_create_sql Dear Answer Center Staff,
Managing SQL cases