Cases

Cases are the heart of Kayse AI! 💙 Each case represents a legal matter and helps you keep track of everything related to it.

📁 What is a Case?

A case in Kayse AI stands for one legal matter. It's a place to keep all the related info together, like:

• Client contact info 📇
• Case status and progress
• Tasks and to-dos ✅
• Messages (calls, texts, emails) 💬
• Documents and files 📄
• Notes and activity history 📝
• Court info ⚖️
• Custom fields

🆕 Creating a Case

To make a new case:

1. Click the + New Case button at the top
2. Type in the case name (e.g., "Smith - Personal Injury")
3. Pick the Case Type that fits
4. Add client info or link an existing client
5. Set the starting Status
6. Fill in any custom fields for this case type
7. Click Create Case

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You can also create cases by importing data from a spreadsheet or syncing from your CRM. 📊

📋 Case Information

Basic Details

Field	Description
Case Name	A name to identify the case
Case Number	An optional unique number (can be auto-created)
Case Type	What kind of legal matter it is
Status	Where the case is in your workflow

⚖️ Court Information

Keep track of court details:

Field	Description
Court Name	Which court is handling the case
Jurisdiction	The court's area of authority
Court Date	When you need to be in court

🔗 External Source Tracking

If cases come from other systems:

Field	Description
External Source	Where the case came from (like your CRM or a lead provider)
External ID	The ID from that other system
External Data	Extra info from the source

📊 UTM Tracking

Track where your marketing leads come from:

Field	Description
UTM Source	Where the traffic came from
UTM Medium	What type of marketing
UTM Campaign	Which campaign brought them in
UTM Term	What search words they used
UTM Content	Which version of the ad or content

👤 On-Behalf-Of (OBO)

Sometimes a case is handled on behalf of someone who can't act for themselves (like a child or someone who passed away). When a case is OBO, you'll see an OBO badge in the case header so it's easy to spot.

Setting	Description
OBO Toggle	A switch on the Case Details panel to mark a case as OBO
Representative	The name of the person acting on behalf of the client (only shows when OBO is on)

Setting OBO on a Case

1. Open the case detail page
2. In the General Info panel, flip the OBO (On Behalf Of) switch
3. The Representative field appears — click the edit icon to type the representative's name
4. Press Enter or click the check icon to save

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The representative field only shows when OBO is turned on. Turning OBO off doesn't delete the name — it comes back if you turn it on again! 🔄

🏷️ Case Types

Case Types help you sort your cases and decide what info needs to be collected. Each case type can have:

• Custom statuses — Track progress through your own steps
• Custom fields — Capture info that matters for that type of case
• Default forms — Automatically attach intake forms
• Assigned team members — Set default staff for this type
• Categories — Group similar case types together

Setting Up Case Types

Go to Settings → Case Types to create and manage your case types. Make as many as you need to match your practice areas! ✨

Default Case Types

Kayse AI comes with common case types already set up. You can change them or make your own.

📊 Case Statuses

Statuses help you see where each case is in your process. Common statuses include:

• New Lead 🆕
• In Review 🔍
• Active ✅
• Awaiting Documents 📄
• In Negotiation 🤝
• Settled 💰
• Closed 🔒

Customizing Statuses

Each case type can have its own set of statuses:

1. Go to Settings → Case Types
2. Pick a case type
3. Click on Statuses
4. Add, edit, or rearrange them
5. Choose which status new cases start with

⚙️ Status Workflows

Set up what happens when cases move between statuses:

• Start automations
• Send notifications
• Assign tasks
• Sync updates to your CRM

🔧 Custom Fields

Create your own fields to capture info specific to your cases:

Field Types

Type	Description
Text	A box for typing words
Number	For numbers only
Date	A date picker
Dropdown	Pick from a list of choices
Checkbox	A yes/no toggle
Currency	For money amounts 💵
Phone	A phone number with formatting
Email	An email address

Creating Custom Fields

1. Go to Settings → Case Types
2. Pick the case type
3. Click Custom Fields
4. Click Add Field
5. Set up how the field works
6. Choose if it's required or optional

📜 Field History

Custom fields keep track of every change:

Tracking	Description
Previous Value	What it was before
New Value	What it changed to
Changed By	Who made the change
Changed At	When the change happened