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eCase Online Learning

Content

The eCase online learning page will include a selection of key features videos and eLearning modules. The key feature videos will include what the key feature is, a brief overview of how to use the feature and the benefits of using the eCase feature. The eLearning modules provide you with a step by step guide on how to complete a function in eCase. Each module will detail what the benefits of that function is along with what you'll learn by watching the module.

Bulk Reports

Bulk Reports can be used to extract data from eCase to create bespoke reports. They are based on reusable report templates, which can be run as frequently as you require.

What you'll learn:

  • what a Bulk Report is
  • what the different areas of the Bulk Report screen are
  • how to produce a report, including how to manipulate the available templates
  • how to save the report criteria for future reporting

To watch the module, select the link and the eLearning module will open in a new internet window.

How to extract case data using Bulk Reports (Duration = 22 minutes)

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Case Search allows you to extract data from eCase based on the criteria you have selected. If you always search for the same criteria, you have the option to save your search and then download the extracted data into an Excel spreadsheet. This spreadsheet can also be customised to your needs.

What you'll learn:

  • how to select criteria for your search
  • how to view case information
  • how to save your search
  • how to extract data into an Excel spreadsheet

To watch the module, select the link and the eLearning module will open in a new internet window.

How to use Case Search (Duration = 21 minutes)

Find out more...

Case Search
Choose fields to use in your search
Save a search

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Contributions

Contributions are used to request information from other people in order to complete a case response. By sending Contribution request and receiving the response via eCase you will

  • Increase efficiency
  • Improve reporting
  • And have the ability to send contribution request emails from eCase to an individual, a team or multiple users and teams.

Find out more...

Contribute to a case

Benefits of requesting a Contribution using eCase

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Contribution eLearning Modules

The eLearning modules provide step by step guidance on different aspects of sending and receiving contributions. To watch a module, select the link and the eLearning will open in a new internet window.

How to send a Contribution request

How to respond to a Contribution request

How to chase a Contribution request

How to forward a contribution email into eCase

How to close a Contribution request

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Digest Emails

Digest emails let you schedule tailored emails which include a summary of cases, statistics and other information that is relevant to you.

  • How to create Digest Emails (duration = 39 minutes)
    • What you'll learn:
      • How to create a public Digest Email
      • How to schedule when the email will be sent
      • How to enter email recipients
      • How to add email sections based on your parameters
      • How to preview a section
      • How to activate the Digest Email
  • How to edit a Digest Email (duration = 28 minutes)
    • What you'll learn:
      • How to edit a Digest Email
      • How to update the Name, Description or Email Subject of the digest
      • How to amend the Email Distribution section
      • How to send yourself a copy of the Digest Email
      • How to view the email distribution audit
      • How to edit the schedule
      • How to remove a subscribed user
      • How to view users that have made copies of a Digest Email template
      • How to edit and remove Email sections
      • How to:
        • Suspend
        • Reactivate
        • Delete
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Documents Screen

The Documents screen stores any documentation generated when processing a case. This might include the original correspondence email, a request for information internally, or creating a response document. The documents screen will default on the list view. You can filter the list, view details about the document, for example when it was uploaded or sent into/out of eCase and the version history. Whether the document is allowed for release, if it has been redacted or moved into a document folder. All documents on a case will be visible in the Documents link.

Find out more...

How to view the Documents screen via the Documents link
How to navigate the Documents screen Actions
How to create a New folder

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Document Templates

Document templates can be added to eCase in order to assist users when corresponding with a requester. The templates may include letter heads, mail merge fields and can be assigned to different case types or specific teams.

Find out more...

How to add a Document Template
How to create a document including mail merge fields
How to modify a document template

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Did you know you can add URL links?

You can add links to Email Templates, Standard Lines and Disclosure Logs. This allows you to direct the recipient to a web address where they can access the information they need rather than having to add large paragraphs of text directly into the response document.

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Email Templates

Email templates are used for creating standard emails that will be sent from eCase internally to other member of the team, for example when a case has been assigned to you, or externally when you require more information from the correspondent, like clarification of the request. The email templates can use mail merge fields and include links.

  • How to add an Email Template (duration = 19 minutes)
    • What you'll learn
      • How to add a new email template
      • How to specify when a template will be available for selection
      • How to include links in the body of the email
      • How to add mail merge fields to pull case information into the email
      • How to select documents to automatically be attached to the email
  • How to set a default email template (duration = 10 minutes)
    • What you'll learn
      • How to set an email templates as the default for the category
      • How to set an email template as the default for a specific case type within a category

Find out more...

How to add an email template
How to modify an email template
How to set a default template

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Field Value Options

The Field Value Options feature is used to quickly add information to eCase so that relevant options are available in the drop-down list on key fields on the Case Details screen. With the ability to create, edit and remove unused options from these drop-down lists, a key user with the Manage Field Value Options privilege can make sure eCase is customised to have the relevant options in these drop-downs, to match internal terminology and requirements. Resulting in increased consistency, fewer mistakes when adding information to case details, better reporting and removing the need to contact eCase Support for this customisation to be updated in a release.

Benefits of Field Value Options

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Key Terms


Key Terms can be used on a case to categorise the requested information, enabling you to produce reports and trend analysis on these categories. As well as reporting, Key Terms allow eCase to suggest similar cases. These cases can be linked so that the case owner can review previous responses. They can also be associated to Standard Lines. When a relevant Key Term is used on a case, the associated Standard Lines are automatically shown to the case owner so that they can be used in the response. This helps to reduce response times.

Find out more...

Creating and Maintaining Key Terms

Benefits of Key Terms

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Mailboxes

Emails can be configured on eCase to say, for example, who the emails are sent from or the name of the sender. These can be configured by team, case type or QA type, along with the ability to cascade the mailbox to teams below it in the organogram. For example, if you set a mailbox at the top of the organogram, it will apply to all of the teams beneath it in the organisation structure unless a configuration has been applied at a lower level. This will then override the higher email configuration.

The Mailboxes link allows you to add, modify and delete email mailbox configuration on eCase.

Find out more...

Mailboxes overview
How to search for a mailbox
How to add a mailbox
How to edit a mailbox

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Organogram

The Organogram is a representation of your organisation's structure. It is used to show hierarchical relationships between the teams for producing reports and assigning users their roles.

Find out more...

Organogram
How to filter the Organogram
How to maintain your Organogram

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People

The People link allows you to see all user's that have registered on eCase, the roles that are attached to their user account and any additional privileges that are assigned to that team member.

  • How to add a new role, admin privilege and maintain user accounts, via the People screen (Duration = 19 minutes)
    • What you'll learn
      • How to search for a user
      • How to download a user account report
      • How to view when users last logged in
      • How to use the different areas of the user’s account screen:
        • To send a request password reset email
        • To suspend and unsuspend a user from signing in to eCase
        • To update a users details
        • To view existing roles and privileges
        • To add a new role
        • To restrict the role by team and/or case type
        • To add admin privileges
      • How to remove a role from a user

Find out more...

How to search for people
How to add a role to a user's account
How to add an admin privilege to a user's account
How to view a roles details
How to delete a role for a user's account

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Quality Assurance

As a case owner, you can request to have the case details and response checked before the response is sent to the correspondent. The request will be sent via email, and can be responded to directly from that email or by using eCase.

How to send a Quality Assurance request

  • How to send a Quality Assurance request email (duration = 27 minutes)
    • What you'll learn:
      • How to send a QA request from eCase
      • How to send a QA request to clear a mandatory clearance set on the case
      • How to send to:
        • an individual recipient
        • multiple recipients
        • to recipients across multiple teams
      • How to use the Send to All function on relevant QA types
      • How to send to a recipient whose details are not on eCase

How to respond to a Quality Assurance request

  • How to respond to a Quality Assurance request via email (duration = 14 minutes)
    • What you'll learn:
      • How to view the Quality Assurance (QA) email and supporting documents
      • How to approve a QA from the email
      • How to add comments and attach documents to your approval
      • How to reject a QA
      • How to select a QA rejection reason
      • How to change your QA decision
  • How to respond to a Quality Assurance request via eCase (duration = 19 minutes)
    • What you'll learn:
      • How to review the QA request received via the manage or take ownership link on your workbasket
      • How to approve a QA
      • How to approve a QA with comments
      • How to reject a QA
      • How to select a QA rejection reason
      • How to attach documents to your response
      • How to save your response written so far and return to your workbasket
      • How to submit a QA response

How to close a Quality Assurance request

  • How to close a Quality Assurance request yourself (duration = 18 minutes)
    • What you'll learn
      • How to close a QA request using the Enter response yourself button
      • How to record if the QA has been Accepted, Accepted with Comments or Rejected
      • How to enter rejected reasons
      • How to add any documents provided so they appear in the Documents section
      • How to record comments made by the QA responder
      • How to review the entered QA and any attached documents
      • How to set any attachments as Response Documents
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Register on eCase

If your eCase environment does not have single sign on, you will need to register on eCase to create a user account.

Find out more...

Register

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Roles

To use eCase, users need to have privileges. These are based on the tasks they perform and are assigned to their user account. For efficiency, these privileges can be grouped together into a role.

Roles are made up of one or more privileges that allow a team member to perform specific functions of their job on eCase.

Find out more...

Roles Search for Roles
Create a new role
Edit a role
Delete a role
Explanation of the privileges

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Search

Search allows you to quickly locate any text within a case. You can search by, but not limited to, correspondent name, Case Reference number, National Insurance number, or any text found in case notes, emails or documents, including scanned and PDF documents.

  • How to use the Search toolbar feature (duration = 9 minutes)
    • What you'll learn:
      • How to use the Search feature
      • How to view the last five cases you have accessed
      • How to search for specific text within cases
      • How to review the returned search results
      • How to apply filters to narrow the search results for more precise case identification

Find out more...

Search

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Secure Share

Secure Share allows you to securely send files from eCase. It allows you to send multiple and large files in one go so that the correspondent can view and download from a secure link.

  • How to send a response via Secure Share (duration = 23 minutes)
    • What you'll learn:
      • How to send a response via Secure Share
        • With verification required
        • Without verification required
      • How to set an expiry date for the Secure Share link
      • How to enter the required information in the Prepare a Response section
      • How to identify and use the required Secure Share mail merge fields in the body of the email
      • How to preview and send the response
      • How to view the response details
        • Including when the correspondent has downloaded or deleted the files
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Standard Reports

The Standard Report section of eCase has been created for statutory reports. Statutory reports are submitted to the relevant authority on a quarterly or annual basis. They mirror the report format determined by the authority, and provide an interactive report on eCase for you to confirm the results before downloading the data into the formatted Excel spreadsheet.

This eLearning module will use the FOI Quarterly Report to demonstrate this feature.

  • How to use Standard Reports (duration = 15 minutes)
    • What you'll learn:
      • How to access Standard Reports
      • The different areas of the Standard Reports screen
      • How to interact with the Standard Report
      • How to extract the report data into the formatted spreadsheet
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Standard Lines

Standard Lines are lines of prepared text which can be used as part of a response to a correspondent. They can either be entered as a text line/paragraph or as a whole template document, like a pre-prepared letter.

eCase Online Learning
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