Note. Being involved refers to the creator of a case and those selected via a person field (individual or group) in the case.
The purpose of the My Cases feature is to display the right cases to the right users, divided into several lists. Users can find this feature in the main menu under Cases » My Cases.
The cases are divided into four tabs:
- My pending
This tab contains all cases configured to appear in the lists Registered, Received, To Be Addressed, To Be Approved, and To Be Followed Up (more about this setting below).
Please note that cases with the status Completed are never displayed under the My pending menu. If you wish to view Completed cases, we recommend using the document search function or checking if they appear under My Favourites, Recently Changed, or Recently Registered.
- My Favourites
Users can add cases to the My Favourites tab themselves, which distinguishes it from the other tabs that are managed by an administrator. Users can also organize cases by creating custom subheadings using the New List featur - Recently Changed
This tab contains the 80 most recently changed cases, provided the form has enabled the Recently Changed/Recently Registered list (more about this setting below). This list is always sorted by modification date, with the most recently changed case at the top. - Recently Registered
This tab contains the 80 most recently registered cases, provided the Recently Changed/Recently Registered option is enabled in the respective form (more about this setting below). This list is always sorted by registration date, with the most recently registered case at the top.
💬 Don’t miss: The system offers a feature to hide cases added as favorites from appearing in the My Ongoing, Recently Changed, and Recently Registered lists. If cases are missing from any of these lists, it may be because this feature is activated.
How to Manage the My Cases Feature
In addition to administrators, users with the Ability to Modify Forms setting enabled in their profile can also manage the form and, therefore, the My Cases feature. To use the feature, start by navigating to the form and selecting the Advanced tab. Then, choose My Cases, which you will find under the Automate & Integrate section.
As mentioned above, you can activate the following lists to display cases in the My Cases menu:
-
- Registered (appears under the My Ongoing tab)
- Received (appears under the My Ongoing tab)
- To Be Addressed (appears under the My Ongoing tab)
- To Be Approved (appears under the My Ongoing tab)
- To Be Followed Up (appears under the My Ongoing tab)
- Recently Changed/Recently Registered (appears under the Recently Changed and Recently Registered tabs
All lists (except Recently Changed/Recently Registered) can be controlled using conditions.
Go through each list where you want the case to appear for the relevant user and activate the list by enabling the function.
Next, select which user should see the case by choosing a person field under Visible To. The case will then be displayed for the user specified in that field within the current case. You can choose from available person fields or the metadata field Creator.- Typically, you also define how long the case should remain visible in the list for the chosen user. To do this, select a field in the case under the As Long As option—this means the case will be visible to the user as long as the selected field has no value. Any editable field—where a value can be entered—can be used for this purpose.
- If multiple people should be included, use the And/Or functions. [Read more below.]
- If no field is selected under As Long As, the case will remain visible to the selected person until the case is assigned the status Closed. Note that it is NOT possible to select two fields to control whether the case should be hidden.
💬 Example:
In the Registered list, the field Creator has been selected under Visible To (1). The field Date has been selected under As Long As. If Per creates a case, this means:
Show the case to Per as long as the Date field is not filled in.
Alternative perspective:
An alternative way to think about this is to replace:
Visible To with Hidden From
As Long As with When
Not filled in with Filled in
This would look like: Hide from [Creator] when [Date] is filled in.
Translated to the example above, this becomes:
Hide the case from Per when the Date field is filled in (which is the same as: "Show the case to Per as long as the Date field is not filled in".)
When selecting multiple person fields in the same list, the setting AND or OR must be configured.
-
- Using AND The case will be visible to all person fields where a value is entered.
- Using OR The case will only be visible to the person (or group) entered in the last/lowest field.
💬 Example:
- If AND is used between the two person fields Recipient 1 and Recipient 2, the case will be visible to the person/group from both person fields, as long as both fields are not filled in.
- If OR is used between the two person fields Recipient 1 and Recipient 2, and both fields have a value, only the person/group in the Recipient 2 field will see the case. However, if the Recipient 2 field has no value, the case will be visible to the person/group in the Recipient 1 field because Recipient 2 lacks a value.
In conclusion
The content displayed under the Recently Changed and Recently Registered lists cannot be adjusted. These lists function simply as an on/off feature. When the feature is activated in the form, cases are automatically displayed in these lists according to the specific conditions.