Are you looking to build a case management system in SharePoint? Follow our step-by-step guide to empower your team with streamlined workflows and enhanced efficiency.
To build a case management system in SharePoint, you can utilize Power Apps and SharePoint lists/libraries as data sources. One approach is to create a list of clients and a list of cases/issues in various stages. Then, you can display the client’s information along with a table listing all their cases/issues. It is also possible to add flows to automate repetitive tasks.
Microsoft 365 provides a platform for legal matter management with features for document management, collaboration, and security. It is important to ensure that employees can easily engage with the legal matter solution by capturing, classifying, and accessing content from applications like Microsoft Outlook, Office, and Windows file explorer.
The solution should allow for the creation and provisioning of matters, appointment of attorneys, and performance of tasks related to the matter. It should also support correspondence management, document management, records and compliance, collaboration and sharing of information, and provide an intuitive employee experience.
There are various information architectures to choose from, such as Microsoft Teams site per legal matter, SharePoint site or subsite per legal matter, SharePoint document set per legal matter, SharePoint library per legal matter, or SharePoint folder per legal matter.
Additionally, the Case Management for Government Agencies application template in SharePoint helps track the status of open cases. Users can open new cases, assign cases to a responsible case manager, and close cases. Each user has a personalized dashboard showing their open cases and tasks.
The template includes additional functionality such as a document library for monthly reports, a shared calendar, team announcements, and common filters for different views of case data. The site lists and libraries include case documents, expense reports, memos, monthly reports, announcements, a calendar, cases, links, and tasks to manage case-related information.
By utilizing SharePoint and following our step-by-step guide, you can build a robust case management system that will streamline your workflows and enhance efficiency for your team.
When building a case management system in SharePoint, it’s important to consider the optimal information architecture. Let’s explore the different options available and how they can be utilized for effective case management.
One option is to create a Microsoft Teams site per legal matter. This allows for better collaboration and communication among team members working on a specific case. The site can include channels for different aspects of the case, such as documentation, discussions, and tasks. By organizing the case-related information in Teams, it becomes easier to keep track of updates and ensure everyone is on the same page.
Another option is to use a SharePoint site or subsite per legal matter. This provides a more structured approach to case management. Each site or subsite can have its own document library, list of tasks, and calendar. This allows for better organization and segregation of information related to different cases. It also provides a centralized location for team members to access and update case-related content.
For cases that involve a large number of documents, using a SharePoint document set per legal matter may be the best option. A document set is a special type of folder that allows for the organization of related documents in a structured manner. It provides a consistent set of metadata and properties for all documents within the set, making it easier to search, filter, and classify case documents.
Alternatively, you can choose to have a SharePoint library per legal matter. This option provides a straightforward approach to storing and managing case-related documents. Each library can be customized with relevant metadata and columns to ensure easy retrieval and categorization of documents. It also allows for versioning and permissions control to maintain document integrity and security.
Lastly, a SharePoint folder per legal matter is a simple and intuitive way to organize case-related information. Each folder can represent a specific case, and within each folder, you can have sub-folders for different types of documents. This option works well for cases with a smaller number of documents or for teams that prefer a familiar file folder structure.
If you’re working in a government agency, the Case Management for Government Agencies application template in SharePoint can be a valuable tool. This template helps track the status of open cases and provides a comprehensive solution for case management. Users can easily open new cases, assign them to responsible case managers, and track progress until cases are closed. The template also includes additional functionality such as a document library for monthly reports, a shared calendar, team announcements, and common filters for different views of case data. This helps streamline case management processes and enhance collaboration among team members.
Remember, when building a case management system in SharePoint, it’s crucial to select the information architecture option that best suits your organization’s needs and requirements. Each option has its own advantages, so consider the type of cases you handle, the volume of documents involved, and the level of collaboration required. By choosing the right information architecture, you can optimize your case management system in SharePoint for maximum efficiency and effectiveness.