Add Case

Navigate: Closed Case Management > Cases > Add Case

Description

After a case has been added and saved, Aumentum generates the New Case Created workflow event. Aumentum uses this to route the new Appeal to a queue for further processing.

Steps

On the Create Case | Template Selection screen, enter keywords in the Search Criteria field and click Search.

NOTE: All drop-down list selections are defined by systypes and controlled by security roll access.

OR
Make a selection from the Template Type drop-down list and click Next.
Single Case by Owner

Single Case by Other

Single Case by Agency

Single Case by Representative

Group Case by Owner

Group Case by Other

Group Case by Agency

Group Case by Representative
In the Search Results panel, select an item in the grid and click Next.

NOTE: When searching by PIN, all associated PINs and owners (not just the primary owner) are displayed.

NOTE: The default case attributes can be modified via Case Management > Configuration > General.

Click here to learn how to use the PIN or AIN label.

Click Configuration > Application Settings.
On the Maintain Application Settings screen, select Effective Date from the Setting type drop-down list, and select Case Management from the Filter by module drop-down list.
Locate Personal Property: Use AIN? and Real Property: Use AIN? and click Edit.
Select the checkbox in the Setting Value column to set it to True and click Apply.
Click Save.

Select the Override: Concluded case exists checkbox, if applicable. Closed cases and new cases are compared in order to avoid duplicates. Closed cases with matching type, account, year, and at least one matching protest reason are displayed.

NOTE: This checkbox is only available when there is an exact match to the PIN and year for the specified case Class, Level and Type for which a concluded case exists in order to prevent a duplicate case from being created; otherwise, the checkbox is hidden from view.

Enter the Account to Appeal. When you click outside of that field, the account owner's information populates below.

NOTE: This field is pre-populated based on the account you select the Create Case | Template Selection screen. If you skip the search option and click Next, you can manually enter information in the Enter Account to Appeal and Year to appeal fields in order to populate account and owner information.
Enter the Year to Appeal.

NOTE: If there are existing cases that match the PIN/Tax Year, the Existing Case for PIN/Tax Year pop-up displays, showing the Case Number, Case Class-Level-Type, Appellant Name, Status and Protest Reason for the existing cases. This is for your information only; you can still proceed with adding the case. This information can be exported to a Microsoft Excel worksheet.

Enter or select the Received date.
Make a selection from the drop-down lists:

Roll Caste
Reason for Protesting
Supporting Assessment event (optional): Identify a support assessment event where value under appeal was initially established.
External ID (text entry) – Lets you track the court case identifier.
Mail Options (optional) – Indicate whether the appellant requested predefined mailing options.
Affidavit (optional) – Select the type of affidavit identified on the application.
Case Filing Party (required if visible) – Identifies the relationship between appellant and case filing.

Optionally, click the Pencil icon to open the Edit Mailing Address screen and update the mailing address to which case correspondence is sent.
Click Next in the Command Item bar.
On the Case Input Value Entry screen, enter the owner's Opinion of Value. This may not be available if you enabled the Value Related checkbox in the Case Configuration task.
NOTE: An event is created when a value correlation of Opinion is established with a case.
On the Case Input Value Entry screen, add the appellant opinion of value detail for objects related to the new case. You have options to add the opinion of value for subcomponents (e.g., residential single family building 1), components (e.g., land or building value), or for the total value.

NOTE: This step in manual case creation via Add a Case is only available when the Value Related checkbox is selected on the Mapping tab on the Case Configuration screen for the specific type of case you are adding. If not selected, the process for adding the new case bypasses this screen.
The Case Input Complete screen is displayed automatically when a new case is saved. It shows a confirmation that the case has been added and includes the case number. Once added, you can select Edit on this screen to advance to open the Case Detail screen and manage the case details.

Dependencies, Prerequisites, and Setup

Case templates are set up based on your jurisdiction and business processes and may require configuration. To set up, navigate to Case Management > Configuration > Cases > Add Case.

Tips

Once you have reached Step 2 of the case creation process (on the Single Case by Agency/Other/Owner or Group Case by Agency/Other/Owner screens, depending on your selections made in Step 1 of the input process), Aumentum performs a check against the PIN and Tax Year to determine if there are existing cases. If cases exist which match the PIN/Tax Year, the Existing Case for PIN/Tax Year pop-up displays, showing the Case Number, Case Class-Level-Type, Appellant Name, Status and Protest Reason for the existing case(s). This is for your information only; you can still proceed with adding the case.
When a case is created for a PIN/Tax Year and a non-concluded case already exists for the same PIN/Tax year, with a scheduled date and time of a future date/time from today's date/time, the newly created case receives the same scheduled date, time and set number. This new case receives a status of Tentatively Scheduled. The success message which is displayed indicates this has taken place:

Case C##### scheduled for MM/DD/YY at ##:## with previously scheduled case C#####.

Scheduling as described above will not occur if the PIN/Tax Year which was entered is part of a multi-group case where the existing case is also a multi-group case where all of the PINs do not match. In this case, the application displays an unsuccessful message: PIN ##### has an existing Case C##### scheduled for MM/DD/YY at ##:##. Automating scheduling could not occur due to conflicting PIN grouping.

NOTE: This functionality is dependent on Automate Scheduling for Multiple Filings being set to True (see CM Configuration - General, Options panel). By default, the setting is not enabled.

The Retained Defaults grid on the Create Case Template Selection screen includes default case attribute fields which are configured to streamline the manual case creation process. The fields which appear in the Retained Defaults panel can be changed at any time from the CM Configuration - General task (see the Default Class - Level - Type Definitions panel).
When a case is created, Aumentum automatically assigns an appeal case number to the instance, which can be overridden during the workflow approval process and via Case Input. When a case number is overridden, the user making the override and the date/time of the override are recorded.