Comprehensive guide for case management, team collaboration, and system administration
Before using SimpleCase™, ensure your system meets the following requirements:
| Component | Minimum Requirements | Recommended |
|---|---|---|
| Web Browser | Chrome 90+, Firefox 88+, Safari 14+, Edge 90+ | Latest version |
| Screen Resolution | 1024x768 | 1920x1080 or higher |
| Internet Connection | Broadband (5 Mbps) | High-speed (25+ Mbps) |
| JavaScript | Enabled | Enabled |
| Cookies | Enabled | Enabled |
Access the Login Page: Navigate to your organization's SimpleCase™ URL (e.g., https://yourorg.simplecase.pro)
Enter Credentials: Use the username and temporary password provided by your administrator
Change Password: You'll be prompted to create a new, secure password on first login
Complete Profile: Fill in your profile information including name, email, and contact details
Dashboard Access: You'll be redirected to your personalized dashboard
SimpleCase™ uses a role-based access control system. Your role determines what features and data you can access:
| Role | Scope | Permissions | Typical Users |
|---|---|---|---|
| System Administrator | System | Full system access across all tenants, user management, billing, system configuration | IT administrators, system owners |
| Tenant Administrator | Tenant | Full administrative access within tenant, user roles, reports, settings, case management | Department heads, organization managers |
| Special Investigator | Tenant | Lead investigator with case assignment and management capabilities, advanced case access | Senior investigators, lead case workers |
| Investigator | Tenant | Case investigation, document management, case editing | Case workers, investigators |
| Case Manager | Tenant | Case administration and coordination, case assignment | Case coordinators, supervisors |
| Analyst | Tenant | Data analysis and reporting specialist, advanced reporting | Data analysts, research specialists |
| Reviewer | Tenant | Case and document review specialist, quality assurance | Quality reviewers, compliance officers |
| Billing Manager | Tenant | Manages billing and subscription matters, financial oversight | Financial managers, billing coordinators |
| Compliance Officer | Tenant | Ensures regulatory and policy compliance, audit oversight | Compliance specialists, regulatory officers |
| Legal Counsel | Tenant | Provides legal guidance and review, legal document access | Attorneys, legal advisors |
| Auditor | Tenant | Conducts internal audits and assessments, read-only access | Internal auditors, compliance reviewers |
| Viewer | Tenant | Read-only access to assigned cases and documents | External reviewers, limited access users |
These roles manage the SaaS platform billing and subscription operations:
| Role | Scope | Permissions | Typical Users |
|---|---|---|---|
| Platform Admin Billing Director | System | Executive oversight of all platform billing operations and financial strategy | CFO, Financial Directors |
| Platform Admin Financial Controller | System | Financial oversight and control of platform billing operations | Financial Controllers, Finance Managers |
| Platform Admin Accounting Manager | System | Manages platform accounting operations and invoice processing | Accounting Managers, Senior Accountants |
| Platform Admin Billing Manager | System | Manages SaaS subscription billing and platform payments | Billing Managers, Subscription Managers |
These roles manage client billing and financial operations within your organization:
| Role | Scope | Permissions | Typical Users |
|---|---|---|---|
| Tenant Financial Manager | Tenant | Full financial management for client billing operations, invoice management | Financial Managers, Billing Directors |
| Tenant Billing Specialist | Tenant | Create invoices and manage client billing operations | Billing Specialists, Invoice Coordinators |
| Tenant Accounting Coordinator | Tenant | Read-only access to all financial data and reporting | Accounting Coordinators, Financial Analysts |
The SimpleCase™ interface is designed for intuitive navigation:
Top Navigation Bar: Contains user profile, notifications, and logout options
Sidebar Menu: Primary navigation for all major features (Cases, Documents, Reports, etc.)
Dashboard: Central hub showing key metrics, recent activity, and quick actions
Breadcrumbs: Show your current location within the system
Case management is the core functionality of SimpleCase™. This section covers creating, managing, and tracking cases throughout their lifecycle.
Navigate to Cases: Click "Cases" in the sidebar menu
Click "New Case": Use the "Create New Case" button in the top-right corner
Fill Case Details: Complete all required fields including case type, priority, and description
Assign Case: Select the appropriate team member or leave unassigned for manager assignment
Save Case: Click "Create Case" to save and begin tracking
Cases progress through various statuses. Understanding these statuses is crucial for effective case management:
| Status | Description | Next Actions |
|---|---|---|
| ● Open | Case has been created and is awaiting assignment or initial review | Assign to team member, gather initial information |
| ● In Progress | Case is actively being worked on by assigned team member | Update progress, add notes, upload documents |
| ● Under Review | Case is being reviewed by management or quality assurance | Review findings, approve or request changes |
| ● Resolved | Case has been successfully resolved | Close case, archive documents |
| ● Closed | Case is permanently closed and archived | No further action required |
SimpleCase™ allows tenant administrators to customize terminology throughout the platform to match their organization's language and workflow preferences.
Customize the term used for "Cases" throughout the platform. Examples: "Investigations", "Matters", "Files", "Projects"
Customize the term used for "Complaints" throughout the platform. Examples: "Reports", "Issues", "Concerns", "Allegations"
Navigation Menus: Primary navigation, sidebar menus, and mobile navigation
Reports & Analytics: OIG reports, summary cards, chart titles, and table headers
User Interface: Form labels, page headers, and dashboard elements
Dropdown Menus: "More" dropdown and mobile navigation menus
Access Branding Settings: Navigate to Settings > Branding (Tenant Admin only)
Find Custom Labels Section: Scroll to the "Custom Labels" section in the branding form
Enter Custom Terms: Type your preferred terms in the "Cases Label" and "Complaints Label" fields
Save Changes: Click "Save changes" to apply the custom labels immediately
SimpleCase™ provides comprehensive document management capabilities for storing, organizing, and sharing case-related files.
Access Case: Open the case where you want to add documents
Go to Documents Tab: Click on the "Documents" tab within the case
Upload Files: Drag and drop files or click "Upload Documents" to browse and select files
Add Metadata: Provide document title, description, and category
Set Permissions: Choose who can view, edit, or download the document
Note: Demo sites have more stringent limits to prevent abuse and reduce storage costs. For larger files, consider compressing or splitting them.
Effective team collaboration is essential for case management success. SimpleCase™ provides comprehensive collaboration tools including platform integrations, real-time communication, and advanced team management features.
Connect your existing communication platforms for seamless collaboration:
Access Slack Integration: Navigate to /tenant/collaboration/slack
Connect Workspace: Click "Connect Slack" and authorize access
Select Channels: Choose which Slack channels to integrate with cases
Configure Notifications: Set up automated case updates and alerts
Access Teams Integration: Navigate to /tenant/collaboration/teams
Connect Workspace: Click "Connect Teams" and authenticate with Microsoft
Create Channels: Set up dedicated Teams channels for case discussions
Configure Meetings: Set up case-related meeting scheduling and file sharing
Built-in WebSocket-powered messaging system for instant team communication:
Access Real-time Chat: Navigate to /tenant/collaboration/websocket
Select Case: Choose a case for real-time discussion
Invite Team Members: Add team members to the chat room
Start Collaborating: Begin real-time case discussions and file sharing
Multi-assignment system for collaborative case management:
Open Case: Navigate to the case you want to assign
Click Assign: Use the "Assign" button in the case header
Select Multiple Team Members: Choose multiple investigators with different roles
Assign Roles: Set Lead Investigator, Investigator, Reviewer roles
Add Instructions: Include specific instructions for each team member
Set Due Date: Specify when the case should be completed
Dedicated collaboration spaces for team-based case management:
Comprehensive security features for safe team collaboration:
SimpleCase™ provides comprehensive reporting capabilities to help you track performance, identify trends, and make data-driven decisions.
Access Reports: Click "Reports" in the sidebar menu
Select Report Type: Choose from available report templates (OIG, Performance, Custom)
Set Parameters: Define date ranges, filters, and specific criteria
Generate Report: Click "Generate" to create the report
Export or Share: Download as PDF/Excel or share with team members
Administrators have the highest level of access and are responsible for system configuration, user management, and overall system health.
Access User Management: Navigate to Settings > User Management
Create New User: Click "Add User" and fill in required information
Assign Role: Select appropriate role based on user responsibilities
Set Permissions: Configure specific permissions for the user
Send Invitation: System will send login credentials to the new user
Tenant administrators can customize how "Cases" and "Complaints" appear throughout the platform to match their organization's terminology.
Access Branding Settings: Navigate to Settings > Branding
Custom Labels Section: Find the "Custom Labels" section in the branding form
Set Cases Label: Enter your preferred term for "Cases" (e.g., "Investigations", "Matters", "Files")
Set Complaints Label: Enter your preferred term for "Complaints" (e.g., "Reports", "Issues", "Concerns")
Save Changes: Click "Save changes" to apply the custom labels
Case Managers coordinate case administration, manage case assignments, and ensure proper case workflow and documentation.
Review Case Queue: Check incoming cases and prioritize based on urgency and complexity
Assign Cases: Distribute cases to appropriate investigators based on expertise and workload
Monitor Progress: Track case status, deadlines, and completion rates
Quality Review: Review case documentation and ensure compliance with standards
Investigators handle case investigation, document management, and maintain accurate case records through the investigation process.
Review Assignment: Check assigned cases and understand investigation requirements
Gather Evidence: Collect relevant documents, conduct interviews, and compile findings
Document Progress: Add detailed notes and upload evidence to case files
Update Status: Change case status as investigation progresses
Analysts focus on data analysis, reporting, and providing insights from case data and system metrics.
Access Reports: Review available reports and analytics dashboards
Analyze Data: Examine case trends, performance metrics, and patterns
Generate Insights: Create reports and recommendations based on analysis
Share Findings: Export reports and communicate insights to stakeholders
Viewers have read-only access to assigned cases and can review case information, documents, and progress without making changes.
Review Dashboard: Check assigned cases and their current status
Examine Case Details: Review case information, notes, and documentation
Download Documents: Access and download relevant case files and evidence
Track Progress: Monitor case updates and status changes
Templates help standardize case creation and ensure consistency across your organization.
Select Template: When creating a new case, choose from available templates
Fill Template Fields: Complete all template-specific fields
Customize as Needed: Modify template content to fit specific case requirements
Save Case: Create the case with template structure intact
SimpleCase™ integrates with various third-party systems to streamline your workflow.
| Integration | Purpose | Setup Required |
|---|---|---|
| Email Systems | Automatic case creation from emails | Configuration in Settings |
| Document Storage | Cloud storage integration | API credentials |
| Calendar Systems | Schedule case-related meetings | OAuth authentication |
| Reporting Tools | Export data to external systems | API configuration |
SimpleCase™ provides a RESTful API for programmatic access to system data and functionality.
All API requests require authentication using API tokens:
| Endpoint | Method | Description |
|---|---|---|
| /api/v1/cases | GET | Retrieve list of cases |
| /api/v1/cases | POST | Create new case |
| /api/v1/cases/{id} | GET | Retrieve specific case |
| /api/v1/cases/{id} | PUT | Update case |
| /api/v1/documents | POST | Upload document |
SimpleCase™ is built with enterprise-grade security and privacy protection:
This section covers common issues and their solutions.
Try uploading smaller files, compressing files, or using different formats. Demo sites have stricter limits to prevent abuse.
If you encounter issues not covered in this manual: