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Creating and Managing Cases
Every date calculation made in DC is linked to a case. In the course of creating a date calculation on the Docket Calculator screen, you will be required to select the applicable case from a drop down list. If the case is not in the list, you will need to create a case record, which will then be added to the list.
Creating a New Case
There are two places where you can create a case:
From the Docket Calculator Screen
You can create a new case from the Docket Calculator screen during the process of doing a rules calculation.
Click the Add New Case shortcut, located to the right of the Matter Case drop down list.
From the Matter Cases Screen
From the Tools menu, select Docket Cases.
Click the Add New Case shortcut at the top of the list.
Enter a Case Name
Enter the name of the case. In most cases, you will use the case name in the form used by the court. If you want, you can also include the docket number assigned by the court. For example, Coburn v. Adelphi Corp., Civil No. 19-308478-MLK.
The case name you create will appear in the list of cases on Docket Calculator screen when you are asked to “Select Case”.
Show/Hide Case Name
This field controls whether the case name will appear in the list of cases on the Docket Calculator screen, when you undertake docket calculations. It is set to “Show” by default. If for any reason you want to prevent the case name from appearing in that list, click on the Show/Hide drop down list and change the value to Hide.
Assign Users to the Case
Users are people within your organization who have the right to view and edit a case, including any deadlines calculated in the case. You can give multiple people in your organization access to the case. To add a person as a User, the person must (a) have a Google email account and (b) be listed in your Custom Contacts with that email account. To add an Assigned User:
- Click in the Assigned User box.
A list of all contacts in your Google contacts listing will appear.
(Note: If the name of a person does not appear in the list, it means you have not entered their contact information, including their Google email account, in your Custom Contacts list.)
- Scroll down the list or use type search to locate a contact you wish to assign as a User and click on the name.
The person appears in the Assign users to case box.
- Repeat the process until you have selected all person who will have a right to view and update the case.
- Click the “x” next to a name to deleted it from the list.
Add Calendar Users to Case
Calendar Users are people who will receive deadlines on their assigned Calendar when a deadline or event is created through the Docket Calculation process.
When the User clicks “Import to Google Calendar”, event invitations for each deadline or event will be sent to the Gmail Calendars assigned and will simultaneously appear on the Google calendar associated with the case. Adding Calendar Users to a case provides a way to place deadlines and court events on the calendars of everyone in the office who needs to follow a particular case.
- Click in the Add Calendar Users to case box.
A list of all contacts in your Custom Contacts listing will appear.
- Scroll down the list or use type search to locate a contact you wish to assign as an attendee.
(Note: The proposed attendee must be in your Custom Contacts list.)
The Calendar User's name will appear in the box.
- Repeat the process until you have selected all person who will receive deadlines.
- Click the “x” next to a name to deleted it from the list.
In addition to using event invitations, DC allows you to place events generated through docket calculations on a single calendar of your choice. You select the default calendar for each case using the Add Calendar field on the Add Case screen. (Note: You can change the selected calendar when performing individual rules calculations.)
- The primary Google calendar for the Google account you selected when you logged into DCG. This is calendar Google automatically creates for your Google account and is likely to be the calendar you use to track your personal appointments.
- Another calendar you might create within your Google calendar to record specific types of events—for example, Rules Generated Events.
- A calendar shared from another Google account—for example, a calendar called “Firmwide Calendar” created by a docketing clerk or paralegal assistant and shared with all litigation personnel in the firm.
- Click the Add Calendar box.
A list of all calendars accessible from your Google calendar will appear.
- Display the list of calendars in the dropdown list and select the one you wish to use.
Select the Jurisdiction
Select the jurisdiction where your case is pending from the dropdown list. You should select the jurisdiction in the list most specifically applicable to your case. Depending upon the court system, this could be a particular type of court (e.g., Connecticut Superior Court), a specific court venue (e.g., U.S. District Court of the District of Connecticut), a specific type of proceeding (e.g., USBC District of Connecticut, Chapter 7) or a particular judge. Your selection will automatically associate the applicable procedural rules with the case. The selected jurisdiction will automatically appear on the Docket Calculation screen when you perform rules calculations.
Location and Custom Text
These text fields can be left blank, or you can save information here to be automatically entered on the Docket calculation screen when you select a case. You can remove the default information or add to it at the time you calculate deadlines. The Location field is typically used to include venue of the court, when it is not apparent from the Jurisdiction, or a physical address for the court. (Note: The location will appear in the Location field of Google calendar events. If you click on the location in the Google calendar on your computer or mobile phone, Google will try to locate it on Google Maps and offer driving directions.) Location of Custom Text. The location of the Custom Text is determined by the setting in Event Options. See Event Options. It can be set to appear before or after the event description in the subject line or at the beginning or end of the body of the event. If it does not appear at all, it is because it has been suppressed in Docket Calendar User Preferences.
Two settings--Email Reminders and PopUp Reminders--allow you to establish on the case level when the two types of Google reminders will appear in connection with events created in the case. The default values for these reminders is set in the DC Preferences settings and will automatically appear in these two fields. If the demands of the case require it, you can change the length of time prior to the occurrence of events these two types of reminders will appear.
Although Google Calendars can be assigned colors, you can also assign a color to the case so that multiple cases in the same calendar can be distinguished by color. This setting also overrides the default Event Color setting in DC Preferences.
Updating Case Details
You can change and update the details and settings for a particular case. To change information in an existing case:
- From the Tools menu, select Docket Cases.
The Docket Calculator Cases screen will appear, displaying a list of existing cases.
- Find the case you want to update. If the case is not displayed in the list, you can:
- Use the vertical scroll bar to move down the list; or
- Search for the case by typing in a few letters in the type search box.
- Click the Edit button next to the case you wish to update.
The Update Case screen will appear.
- Make the desired changes.
- While updating the information, note the following:
- To remove an Attendee or a User, click on the “x” in the left corner of the name of the person.
- To add an Attendee or a User, use the dropdown box to locate and select them.
- If you change Calendar User, you must Update the Case to activate the change.
When you are done, click the Update Case button at the bottom of the screen.