Assign Groups/Staff Members to a Case

This article applies to the following role permissions: ConexED Administrator - Director - Group Manager - Faculty/Staff

Case Overview

The ConexED Case Management system is highly flexible and can be tailored to meet the specific needs of your organization. One of its key features is the ability to assign Groups and individual Staff members to Cases, ensuring that only those assigned to a particular Case can view and add details to it. This ensures a streamlined and secure workflow, as it prevents unauthorized access and maintains confidentiality of sensitive information. By assigning Groups/Staff Members to Cases, you can effectively distribute workload and ensure that each Case is handled by the appropriate Group or Staff Member(s), as well as enable seamless communication among team members working on the same Case. With the ConexED Case Management system, you can easily manage and track the progress of each Case, ensuring that nothing falls through the cracks and all necessary actions are taken in a timely manner. 

Assigning Groups/Staff Members to a Case

Once you have opened a Case for a student, you will be directed to the Case Details page. Towards the bottom of this page, there is a section called "Assigned Groups/Staff Members". To assign a group or staff member to the case, simply click on the Assign Group or Staff button:

When you click on the Assign Group or Staff button, a popup will appear prompting you to select a Group from the dropdown. You can either type the name of the Group in the search bar or scroll through the list of Groups in your Institution to make your selection:

After selecting the appropriate Group, you have the option to either choose specific Staff members from the selected Group or attach the entire Group to the Case:

Note: If you want to notify Staff members that they have been assigned to the case, make sure to check the "Email Staff Being Added to Case" option.

Attach a Whole Group to a Case

By selecting the "Attach Whole Group" option, all members of the chosen Group will have access to the Case details and will receive notifications related to the Case. When staff members are added to the Group, they will be automatically assigned to the Case. Conversely, if they are removed from the Group, they will be automatically unassigned from the Case. When you select this option, a pop-up will appear notifying you about the Group Assignment and its implications. To successfully attach the entire Group to the Case, simply click "Confirm":

Once you have confirmed the Group Assignment, you will see the Group appear under the "Assigned Groups/Staff Members" section:

Attach Individual Staff Members to a Case

You have the option to assign specific staff members from the selected group to the case by simply selecting the checkbox next to their name. After making your selection, simply click on the "Attach to Case" button to assign the individual Staff member(s) to the Case:

It's important to note that selecting the "Select All" checkbox will individually choose all the Staff members in the Group. This is different from the "Attach Whole Group" option. When you select "Select All," the selected Staff members will be attached to the Case as individual users. This means that when Staff members are added to or removed from the Group, they will not be automatically assigned or unassigned from the case.

After clicking "Attach to Case", you will see the Staff members name appear under Assigned Staff in the "Assigned Groups/Staff Members" section of the Case Details page:

If you have selected the "Email Staff Being Added to Case" option, individual Staff members or all Staff members in an assigned Group will receive an email notification informing them that they have been assigned to the case. The Case will be visible to them in the "My Cases" section under the Alerts & Case Management tab, as well as in the "Case" tab on the Student Details page of the student for whom the case was opened.