4. Matters, Advices, Cases and related Tabs

It is important to note that the concept of a Matter essentially no longer exists in CLASS.

The equivalent of a matter is now simply a connected collection of related Services, and the fields that used to be attached to CLSIS Matters have been moved to either CLASS Client or Service screens.

However some CLSIS legacy fields have been migrated into CLASS as we know some users like to for example search by Matter ID. So Matter IDs have been copied to CLASS from CLSIS records. For newly entered records, you should now use the Service ID and/or the File Number (free text) field. Services can be grouped together under the same Matter ID, or by using the new 'Linked Services' field on the main Service Details screen.

The following shows the CLSIS Screens and then explains where the equivalent fields and functions have ended up in CLASS. 

#

CLSIS field

CLASS screen

CLASS field

Notes

1

Matter ID

Service > Service details

Matter ID

Has been migrated across from CLSIS but no longer actively creates new IDs. Can be added manually.
  Activity ID Service > Service details Service ID Not numbered in graphic above - in CLSIS this is in the box marked "Activity" in the graphic this is just under "Screen 4". Each Activity in a CLSIS Matter is now a Service. So this number is the Service ID in CLASS.

2

File No (File Number)

Service > Service details >Archive group

File Number

Appears in Services > Archive

3

Funding Category

Service > Service details

Funding Category

This field is mandatory for new services.

4

Activity Nature

Service > Service details

Service Type

 

5

Problem Type(s)

Service > Service details

Problem Type

Can enter multiples in CLASS.

6

Referral From

Service > Service details

Referral From

 

7

Legal Aid provision

Service > Service details > Service Characteristics

Legal Aid provision

 

8

Domestic Violence Indicator

Service > Service details > Service Characteristics

Family Violence Indicator

This field has been updated in accordance to the New Data Standards. CLSIS options have been mapped into the new options as part of migration. See more here:

Content by label

There is no content with the specified labels

 

9

Risk of Homelessness Indicator

Service > Service details > Service Characteristics

Homelessness Status

This field has been updated in accordance to the New Data Standards. CLSIS options have been mapped into the new options as part of migration. See more here:

Content by label

There is no content with the specified labels

 

10

Family Group name

Service > Additional Parties

Last name field, Organisation field

 

11

First name

Service > Additional Parties

First name

 

12

Other Party type | Other party | Related clients

Service > Additional Parties

Type

In the Additional Parties Tab (also available as Step 2 in the new Intake workflow, selecting the Type has options for Other Party or Related Party.

 

4.1. Matter Custom Tabs

By Matter Custom Tabs we mean the Cluster of Tabs relating to Tabs with extra fields on the right hand side of the Matter screen in CLSIS as illustrated by the screenshot below. These Tabs have been moved over to the CLASS Services page, but are handled in different ways depending on the Problem Type - which is also the title of the CLSIS Tab. It is important to note that many Centres have had this area of CLSIS customised, adding tabs, fields and options. All these customised elements will be migrated to CLASS. 

In the image above we can see the cluster of Tabs that include extra fields for Disability, Tenancy, Credit and Debt, Other, Welfare Rights, Youth, and Child Support.

In designing CLASS it was agreed that the Disability tab, and the Youth Tab could be required for any other Problem type, and fields from these tabs now appear on every CLSIS service page as a Group. 

The other options above such as Tenancy and Credit and Debt are set only to appear on the Service Page if an associated 'Problem Type' is Selected on that Service. So if you are creating an new Service in CLASS and you select a Tenancy related Problem type - Say 'Tenancy - Pets' then the Tenancy Tab in CLSIS will automatically appear on that service page as a Group of fields. These group of fields and options can be edited, as well which Problem types are associated by Advanced CLASS administrators, or by the CLASS Helpdesk team. 

Similarly, any Custom fields on the Matter Centre Data Tab, or the Case - Centre Data tab will also be mapped across as a Custom Data Group attached to Services. 

 

4.2 Matter - Advice Details Tab

This Page and related fields have largely been moved to the CLASS Service Details main page. 

 

#

CLSIS field

CLASS screen

CLASS field

Notes

1

Advice Date

Service > Service Details Group

Date of Service

As a discrete one-off service Legal Advices only have a single Date of Service, not and Open And Close Date

2

Contact Type

Service > Service Details

Mode of Service Delivery

Note Name Change. This field has been updated in accordance to the New Data Standards. See more here:

Content by label

There is no content with the specified labels

 

3

Contact Type Other

Services > Service Details

Mode of Service Delivery

'Other' is now an option in this field (same as above)

4

Outreach Service

Services > Service Details

Outreach

Outreach Locations will be migrated from CLSIS, but must be kept up to date by Centre Admins.

5

Worker Name or Code

Services > Service Details

Created by, Assigned to

There are two equivalent worker fields in CLASS. The Created by field is who created the service. Assigned to is who takes carriage of the service, may be multiple workers.

6

Worker Category

System Settings > Workers

General Information

This is found in Workers Settings.

7

Worker Type

System Settings > Workers

Position

This is found in Workers Settings.

8

Referral To

Services > Referral Group

Referral To

 

9

Interpreter Required

Client > Personal Details

Requires Interpreter

This has been moved to the Client Page.

10

Interpreter Usage

Services > Service Details

Interpreter or Translator Used

This remains on the Service Page as unlike the above field, it may change per service.

11

Public Interest

Services > Service Details > Legacy Group.

Public Interest

This is being migrated over to CLASS for legacy purposes, however the use of Keywords would be a more efficient and flexible way to mark such records.

12

Possible Non Casework Followup

Services > Service Details > Legacy

Possible Non Casework Followup

As above, this is being migrated over to CLASS for legacy purposes, however the use of Keywords would be a more efficient and flexible way to mark such records.

13

Advice Notes

Services > Actions Tab

Advice Notes

All types of notes, such as advice notes, intake notes etc. as well as Critical dates, Limitation Dates, reminders etc, are all now found and managed from the 'Actions Tab'. See more here:

 

4.3 Matters - Case Details Tab

Important Note: All Cases from CLSIS have been changed in CLASS over to a Type of Representation Service, in accordance with the New National data Standards. Most existing CLASS Cases are now mapped to a 'Court / Tribunal' Service, although some may instead now be a "Dispute resolution' Service or an 'Other Representation'.  Consequently the majority Case details fields as shown in the screenshot below will now have equivalent fields on the CLASS Services Screen. 

#

CLSIS Field

CLASS Screen

CLASS Field

Notes

1

Case Open Date

Service Details

Open Date

Name changed

2

Outreach Service

Service Details

Outreach

Options in this field will be initially imported from CLSIS. However CLASS Admins will need to ensure this list is kept up to date.

3 Worker Name or Code Service Details Created By, Assigned To There are now two equivalent Worker fields in CLASS. Created by is who created the service. Assigned to is who has carriage of the service. There can be multiple workers assigned, which is useful for say volunteers and senior staff, or where multiple workers are assisting.
4 Worker Category System Settings > Workers General Information This is found in Workers Settings.
5 Worker Type System Settings > Workers Position This is found in Workers Settings.
6 Referral To Service Details > Referral Group Referral to  
7 Interpreter required Client > Personal Details group Requires Interpreter Moved to Client Page as a longer term indicator of if Client is likely to need an interpreter, also combines with related fields on Client Page, Proficiency in English - Spoken, and Proficiency in English - Written. See also field 8 below.
8 Interpretor Usage Service > Service Details group Interpreter or Translator Used  
9 Case Close Date Service > Service Details group Close Date  
10 Case Hours Service > Service Details group Estimated Time Spent This filed has been updated in accordance to the New Data Standards . CLSIS options have been mapped into the new options as part of migration.
11 Primary / Alternative Dispute Resolution

Service Type,

and Service > Legacy Group

Dispute Resolution Service, Primary / Alternative Dispute Resolution

This is now a type of CLASS Service now called 'Dispute Resolution' For more info see the New Data Standards.

Also, this tickbox has been migrated into Service screen for legacy purposes only.

12 Court / Tribunal Representation

Service Type,

and Service > Legacy Group

Court / Tribunal Service, Court / Tribunal Representation

This is now a type of CLASS Service now called 'Dispute Resolution' For more info see the New Data Standards.

Also, this tickbox has been migrated into Service screen for legacy purposes only.

13 Public Interest Service > Legacy Group Public Interest

This tickbox has been migrated into Service screen for legacy purposes only. The more advanced way of managing this field is using the Service 'Keywords' field which are searchable from Client Search. Users can create their own keywords, and assign multiple Keywords to Services (or Clients).

14 Test Case Service > Legacy Group Test Case This tickbox has been migrated into Service screen for legacy purposes only. The more advanced way of managing this field is using the Service 'Keywords' field - explained at 13 above
15 Possible non-casework follow up Service > Legacy Group Possible non-casework follow up This tickbox has been migrated into Service screen for legacy purposes only. The more advanced way of managing this field is using the Service 'Keywords' field - explained at 13 above
16 Archive Date Service > Archive Group Archive Date  
17 Archive Box number Service > Archive Group Archive Box number  
18 Limitation Dates Service > Actions Actions Tab, Critical Dates Tab

Limitation Dates are one of several Types of Critical dates or Reminders that may be created via the Service Actions tab. See more here:

 

19 Limitation Date Service > Actions Due Date Limitation Dates are one of several Types of Critical dates or Reminders that may be created via the Service Actions tab.

 

4.4 Matters - Critical Issues Dates - Tab

Critical Dates Like these are all set up and managed from the Service 'Actions Tab'. Upcoming Critical Dates are also listed on the Service 'Critical Dates' Tab, and can also be Located on the combined 'My Critical Dates' Menu which is not service specific but rather combines all up and coming dates assigned to the User. 

 

#

CLSIS Field

CLASS Screen

CLASS Field

Notes

1

Date

Service Critical Dates Tab, or My Critical Dates menu

Due Date, Reminder Date

Due Date is the Old Date, but a second reminder date may also be set up on each Critical Date.

2

Issue

Critical Dates

Description via link on Type

Search for the critical Date, then click through to the Action to find the Description field.

3

Show reminders

Critical Dates

Actions details > Adding reminders

Click 'Adding reminder' to Date based Action, and 'Reminder Date' is revealed.

4

Date

Service Critical Dates Tab, or My Critical Dates menu

Due Date, Reminder Date

Due Date is the Old Date, but a second reminder date may also be set up on each Critical Date.

5

Issue

Critical Dates

Description via link on Type

Search for the critical Date, then click through to the Action to find the Description field.

 

 

 

   

 

4.5 Matters - Case notes - Tab

Case Notes have been converted into a type of note, such as Intake notes, Notes, Advice notes, Closing Notes etc. They, along with all Critical dates, Limitation Dates, Reminders etc, are all now found and managed from the 'Actions Tab'. See more here: 

 

 

#

CLSIS Field

CLASS Screen

CLASS Field

Notes

1

Date/Time

Services > Actions

Due Date, Creation Date

 

2

Case Note

Services > Actions Type

Description

Case Notes have been converted into a type of note, such as Intake notes, Notes, Advice notes, Closing Notes etc. They, are all now found and managed attached to the Service, from the Service 'Actions Tab'.

3

Worker

Services > Actions Type

Assigned to

There are now two equivalent Worker fields in CLASS. Created by is who created the service. Assigned to is who has carriage of the service. There can be multiple workers assigned, which is useful for say volunteers and senior staff, or where multiple workers are assisting.

4

Contact Type

Services > Service Details

Mode of Service Delivery

Note Name Change. This field has been updated in accordance to the New Data Standards.

5

Date/Time

Services > Actions

Due Date, Creation Date

As above at 1

6

Worker

Services > Actions Type

Assigned to

As above at 3

7

Contact Type

Services > Service Details

Mode of Service Delivery

As above at 4

8

Case Notes

Services > Actions Type

Description

As above at 2

 

4.6 Matters - Court Attendances - Tab

Court Attendances are now a particular Type of Action located and managed, and attached to Services via the Service 'Actions Tab'. 
To Create a new Court Attendance Action, go to the Actions Tab, and Click 'New' for New action, then at the first field 'Action Type' select 'Court Attendance'.
When selected all applicable fields will appear on the screen. 
 

 

 

#

CLSIS Field

CLASS Screen

CLASS Field

Notes

1

Court Name

Services > Actions Tab > Action Type: Court appearances

Court Type

Court Types can be added by Centre Administrators.

2

Date

Services > Actions Tab > Action Type: Court appearances

Attendance Date

 

3

No of Attendances

Services > Actions Tab > Action Type: Court appearances

No of Attendances

 

4

Notes

Services > Actions Tab > Action Type: Court appearances

Description

 

5

Court Name

Services > Actions Tab > Action Type: Court appearances

Court Type

as above at 1

6

No of Attendances

Services > Actions Tab > Action Type: Court appearances

No of Attendances

as above at 3

7

Attendance Date

Services > Actions Tab > Action Type: Court appearances

Attendance Date

 

8

Minutes Spent

Services > Actions Tab > Action Type: Court appearances

Minutes Spent

 

9

Client Attended

Services > Actions Tab > Action Type: Court appearances

Client Attended

 

10

Hearing Type

Services > Actions Tab > Action Type: Court appearances

Hearing Type

 

11

Appearance Type

Services > Actions Tab > Action Type: Court appearances

Appearance Type

 

12

Worker

Services > Actions Tab

Assigned To

Note change in name

13

Notes

Services > Actions Tab > Action Type: Court appearances

Description