PBI Web Portal Case Management
How do I list a case on the PBI Web Portal?
File:Staff - Place a Case on the PBI Website.mp4
To place a case on the waiting case list in the Portal, change the case type to “W” for Waiting, as shown here 
Ensure there is no closure date in the case. Closed cases, regardless of their case type, are not shown in the waiting case list.
What happens when an attorney reviews a waiting case and accepts it?
Several things happen when an attorney accepts the case on the Portal:
- The case type of the case is changed from “W” to “P” for “PBI”.
- A PBI record entry is created if one doesn’t already exist.
- A PBI Lawyer entry is created for the attorney. This is equivalent to your assigning an attorney to a case as shown here
- An email is sent to the organization notifying staff of the fact that the attorney took the case, as shown here
How do I view waiting cases?
If you want to see what cases are shown as waiting on the Portal, open the Client Search Screen (Menu: Search->Client->Clients). In the “Search Field” dropdown box, select “Case Type”. In the “Word or #” box, type in “W” (obviously without the quotes). Review the list. For any item in the list that does not have a date closed, the case should be shown on the Portal. An example of such a list is shown here 
How do I enter a note the attorney can see when considering whether to take the case?
When an attorney is reviewing waiting cases, they can view a short note about the applicant's situation. This can be a brief note about the facts in the case, information about the applicant, or whatever information you think would be helpful for the attorney. To add a brief note, simply add a new case with the type of "PBI Website Short Notes". Note that this case note is only displayed when an attorney is considering accepting a case. Once a case is accepted, it will no longer appear in the PBI Web Portal.
File:Staff - Place a Case on the PBI Website.mp4
How do I add a case note that the PBI Attorney can see after he accepts a case?
If you want a PBI Attorney on a case to see a case note after they have accepted a case, open the client record, add a new case note to the case with a type of "PBI Website Note". Only a PBI attorney assigned to the case can see that note in the PBI Web Portal. (Please note, a case note with "PBI Website Note" is only seen once a case is assigned to a PBI attorney and can only be seen by the PBI attorney assigned to the case. This is not the short note that would be seen by an attorney when they are considering the case.)
File:Place Case Note on Website.mp4
What information about the client is shown to the attorney considering a case?
The case information that is displayed to the attorney (client name, contact information, conflict information) comes from the Client record. Changes to the client record, when saved, would be immediately reflected in the Portal the next time the case information is displayed. Case information cannot be updated or changed by the attorney using the portal.
An attorney has a multi-phase process they must go through in considering a case:
- They are shown a list of cases based on their desired subjects and counties. These are the subject and county settings in the lawyer's entry. Although the attorney can look at all waiting case types, the system generally shows them a filtered list, tailored to their desired subjects and counties. This list shows the attorney the issue (subject), county of problem, county of residence, and the case number. If they select a particular case for consideration, they go on to the next step.
- Phase 1 - they are shown a brief note about the case, if it exists. More information about adding that brief note for consideration may be found here.
- Phase 2- conflict information (i.e., client name and all names entered in the conflict system for the case) are displayed to the attorney for him to check his own conflict database.
- Phase 3 - finally, all client information (i.e., name, address, telephone number, sex, and age) are displayed to the attorney for final conflict checks.
If the attorney agrees to take the case, he would press the "Take the case" button and the case would be assigned to him.
How do I add a document to the case that the attorney can download and see?
If you wish to have a document displayed in the Portal for a PBI case, simply add that document to document tracking in that case. Then right-click on the document in Document Tracking (page 2 of the Client record) and choose Properties, as shown here 
In the Document Information box, shown here 
, check the box next to “Available to PBI Attorneys on the PBI Website”. The document would now be available to the attorney on the website. Please note, the document must be saved in the SQL Server to be available to the attorney. Documents that only have their link stored in Prime are not capable of being downloaded from the Portal.
What happens when a PBI attorney adds a PBI Time record or Compensated Slip to a case?
When an attorney adds either Compensated or PBI Time to a case, staff will receive an email much like that shown in Figure 54 (for Compensated Time) and Figure 55 (for PBI Time).
You may use normal procedures in Prime (search screens) to review those, including reviewing them in the case, or searching for the entry.
What happens when a PBI attorney add a case note?
When an attorney enters a case note in a case, staff will receive an email notice of that, as shown in Figure 56. In newer versions of the PBI Portal, the email includes the case note that has been entered. The case notes for the client file will also display the newly entered case note. These notes will typically have the special "Web" staff number (default is 9999) and a type of "PBI Website Note".
If you want a case note to be available to the PBI Attorney, add a new case note with a casenote type set to “PBI Website Note” as shown in Figure 57. The PBI Attorney will be able to view these case notes by going into the Client's case and selecting "View Case Notes".
What happens when a PBI attorney closes a case?
When an attorney closes a case using the Portal, staff will receive an email, as shown in Figure 58.
The closing information noted by the attorney is entered into the case record, and the case’s date closed is entered with the day the attorney closed it.
What happens when a PBI attorney uploads a document to a case?
If the attorney uploads a document to the case, an email is sent to staff notifying them of the new document, as shown here 