Case Management
Learn how to create, manage, and track court cases
Cases are the central unit of work in Totolaw. Each case represents a legal matter tracked within your organisation. Cases contain:
Navigate to Cases
👉 Look at the left side of your screen. You'll see a menu. Click the button labeled "Cases" 📁
Click "New Case"
👉 Look at the top right corner of the page. You'll see a button that says "New Case" or "Create Case". Click it.
Fill in Case Details
Enter the case title, select the case type (Civil, Criminal, etc.), and set the status
Assign the Case (Optional)
You can assign the case to a specific user in your organisation for tracking
Save
Click "Save" to create the case. You can always edit it later.
Cases List (Your Case Files)
When you click "Cases" in the menu, you'll see a list of all the court cases you can access. You can click on column headers to sort (organize) them, or use the search box to find a specific case.
Case Details (The Full Case File)
Click on any case to open it and see everything: who's involved (parties), scheduled court dates (hearings), uploaded documents (evidence), and what's happened so far (history).
Status Indicators (Color Labels)
🟢🔵🟡 Cases have colored labels or badges to show their status at a glance. For example, a green badge might mean "Closed" and a yellow one might mean "Pending". Your court decides what colors mean what.
To edit a case, open the case details page and click the "Edit" button (if you have permission). You can update:
- •Case title
- •Case type (Civil, Criminal, Family, etc.)
- •Case status (Open, Active, Pending, Closed)
- •Assignment (who is responsible for the case)
Note: You need permission to edit cases. Admins and Managers typically have this access.
View Case Details
Click any case to see full details including type, status, dates, and assignments
Update Status
Change case status to track progress (Open, Active, Pending, Closed)
Link Evidence
Upload evidence files and link them to specific cases
Schedule Hearings
Create and schedule hearings linked to the case
Case status helps track where each case is in its lifecycle. Common statuses include:
Open / New
Case has been filed but work hasn't started yet
Active / In Progress
Case is actively being worked on with hearings and evidence collection
Pending
Awaiting external action, information, or next steps
Closed / Resolved
Case has been completed and is no longer active
- Use clear, descriptive case titles (e.g., "State v. Smith - Theft Case")
- Select the correct case type (Civil, Criminal, Family, etc.) for better organization
- Update case status regularly to reflect progress
- Assign cases to the appropriate staff member for accountability
- Link all evidence files to cases for easy access
- Use search to find existing cases before creating duplicates