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      How to Manage My Cases

      By using the My Cases feature in each form, the users selected for the case can get an overview of the cases they are involved in.

      Note. Being involved refers to the creator of a case and those selected via a person field (individual or group) in the case.

      mycases

      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).
      • 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 feature.
      • 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.

      1. Next, choose who the case should be visible my cases 2to by selecting a person field under Visible To. The case will then be displayed for the user selected in the field of the current case. (In addition to person fields, you can also select the metadata field Creator.) The Sign field should not be considered a person field.
      2. Typically, you should also specify how long the case should be visible in the list for the selected user. This is done by choosing a field in the case under the option As Long As, meaning the case will be visible to the selected person as long as the chosen field has no value.
      3. If multiple people should be included, use the And/Or functions. [Read more below.]
      4. 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.

      andor_mycases

      💬 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.

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      Last updated: 21 January, 2025