Managing Cases

Learn how to create, organize, and manage cases effectively in Kayse AI.

Creating Cases

Manual Creation

1. Click + New Case in the top navigation
2. Enter case details:
   • Case name (e.g., "Smith - Personal Injury")
   • Case type
   • Initial status
3. Add client information
4. Fill in custom fields
5. Click Create Case

Import from Spreadsheet

1. Go to Settings → Import
2. Download the case template
3. Fill in your data
4. Upload and map columns
5. Review and complete import

From CRM Integration

Cases can sync automatically from your connected CRM or practice management system.

Case Types and Statuses

Case Types

Case types categorize your cases by practice area:

• Personal Injury
• Workers' Compensation
• Family Law
• Criminal Defense
• etc.

Each type can have its own:

• Custom statuses
• Custom fields
• Default forms
• Automation rules

Managing Case Types

1. Go to Settings → Case Types
2. Click Add Case Type or edit existing
3. Configure statuses and fields
4. Save changes

Case Statuses

Statuses track case progress through your workflow. Examples:

Status	Description
New Lead	Just received, not yet reviewed
In Review	Being evaluated
Active	Currently working on
Awaiting Documents	Waiting for client docs
In Negotiation	Settlement discussions
Settled	Case resolved
Closed	Completed and archived

Working with Cases

Case Detail View

The case detail page shows:

Tab	Contents
Overview	Key information and summary
Communications	All calls, SMS, emails
Tasks	Assigned tasks and forms
Documents	Uploaded files
Notes	Internal team notes
Activity	Complete change history

Updating Case Information

1. Open the case
2. Click on any field to edit
3. Changes save automatically
4. All changes are logged in Activity

Adding Notes

1. Go to the Notes tab
2. Click Add Note
3. Enter your note text
4. Optionally add attachments
5. Save

Uploading Documents

1. Go to the Documents tab
2. Click Upload or drag files
3. Files are scanned and stored securely

Downloading Documents

Download a single file by clicking its download icon. To download all documents at once, click Download All — the archive is prepared in the background and the download starts automatically when ready. You will also receive an email with a download link valid for 24 hours, so you don't need to keep the page open.

Case Lists

Lists help you organize cases for campaigns and bulk actions.

Creating a List

1. Go to Lists in the navigation
2. Click Create List
3. Name your list
4. Choose type:
   • Dynamic — Auto-updates based on filters
   • Static — Manually selected cases
5. Set up filters or add cases
6. Save

Using Lists

• Campaigns — Target specific cases
• Bulk Actions — Update multiple cases at once
• Reports — Analyze specific groups

Bulk Operations

Selecting Multiple Cases

1. Go to the Cases page
2. Use checkboxes to select cases
3. Or select all with the header checkbox

Available Bulk Actions

Action	Description
Change Status	Update status for all selected
Send Message	SMS or email to all
Add to List	Include in a case list
Export	Download selected cases

Searching and Filtering

Quick Search

Use the search bar to find cases by:

• Case name
• Client name
• Phone number
• Email address

Advanced Filters

Filter cases by:

• Case type
• Status
• Date range
• Custom fields
• Client opt-out status
• Has/missing documents

Opt-Out Filter

Find cases where a client has opted out of a communication channel:

• Call — Client opted out of voice calls (globally or for the case type)
• SMS — Client's primary phone is opted out of texts
• Email — Client's primary email is opted out

Select multiple channels to see cases matching any of them. This is helpful before sending bulk SMS or email campaigns.

Saving Filters

1. Set up your filters
2. Click Save Filter
3. Name the filter
4. Access from the filter menu

Frequently Asked Questions

How do I merge duplicate cases?

Currently, cases cannot be merged. Contact support for assistance with duplicates.

Can I delete a case?

Cases are archived (soft deleted) rather than permanently deleted for compliance purposes.

How do I change the case type?

Open the case and click on the case type field to change it. Note that custom fields may change based on the new type.

Can one case have multiple contacts?

Yes. Open the case and add additional contacts in the Contacts section.

Help Center Articles

• Importing from Law Ruler — How to export data from Law Ruler and import it into Kayse

• Import & Use Lists — How to effectively import and use Lists in Kayse

• Import Tool Features — New features for Date of Birth, data handling, and better reporting

• Import Existing Custom Fields - Add existing Kayse custom fields to a case type so they can be reused in CRM mappings and workflows

Related Product Docs

• Contacts
• Lists
• Tasks & Forms
• Import & Export