How SwiftCase organises work, how to create your first task, and how to find it again.
Six words do most of the work in SwiftCase. Learn these and the rest of the system follows.
| Term | What it means |
|---|---|
| Client | An organisation your business deals with. |
| Client contact | A person who works for that organisation. Also called client staff. |
| Workflow | The process a piece of work follows, built from a series of statuses. |
| Status | One stage in a workflow, with its own forms, actions and rules. |
| Task | One piece of work running through a workflow. |
| Case | One or more related tasks sharing a single reference, such as 20-12345. SwiftCase takes its name from this. |
Tasks on the same case share one reference, so a search for that reference returns all of them.
Tasks added from the case summary page sit alongside each other. They share a reference but none of them is subordinate to another. A meeting task and an expense claim task on the same case are siblings.
A child task is different. It is created from inside another task, usually by clicking a widget defined on the parent workflow, and it represents a step that has to finish before the parent can move on. Child tasks share the parent's reference and pull through answers to any question that appears in both workflows.
When you build a child workflow you decide whether its answers are stored separately or shared with the parent. Shared answers update in both places at once, which is what you want for something like a client address. Separate answers are the default, and are right when the child needs its own version of the truth.
Click Dashboard, then Advanced Search at the top right, to open the search form.
It takes a reference, a workflow, one or more statuses, or Generic Search, which looks across every field. Pick a workflow and its own fields appear as well. RAG Status and Show All Users' Tasks sit on the form itself. Open Advanced Options to narrow it further:
Building and changing the processes your work runs through, without writing code.
Capturing the data your process depends on, and reusing it everywhere else.
Clients, team members, roles, passwords, two-factor authentication and the audit trail.
Everything that records what happened on a case, and who was involved.
Templates that fill themselves in, and the two ways to send email from SwiftCase.
What happens on its own when a task reaches a status, and how to control the timing.
Building your own reports, reading the management information, and telling everyone something.
