Generate cases from your form

Incontrol can be used as a ticket management system. During inspections, audits, logging, and similar activities, you often come across issues that need to be resolved by yourself or colleagues. In such cases, it's convenient to automatically create a case within Incontrol. You can then work with the appropriate individuals to resolve the case, thus maintaining a high level of quality, safety, and compliance within your organization.

To use cases, you need at least a premium license.

Explanation

In the following steps, we'll explain how to set up the case element. You'll need teams for the following steps. Learn how to manage teams here. Additionally, we'll also use the team element. You can read all about this element here.

1. Log in to the web environment of Incontrol.
2. Open a new or existing form in the Form Builder.
3. Add the team element to your form and give it an alias.
   
   • Learn all about using aliases in your form(s) here.
4. Add the case element to your form.
   1. For the default settings of the element, you can read this article.
      
5. Under 'Name,' you can specify the name the case will have after it's created.
   1. You can fill this with the help of aliases from your form, giving the case a unique name that you can easily identify.
6. Under 'Description,' you can provide a description of the case for the created case.
   1. You can also fill this with the help of aliases from your form.
      
7. You can specify the priority from the Form Builder and optionally make it manageable for the end-user. You can choose from:
   1. Critical
   2. High
   3. Medium
   4. Low
8. Optionally, specify the deadline if applicable or make it manageable for the end-user.
9. Next, you can specify the owner of the case. By default, a case is assigned a value as determined from the Form Builder. You can choose from:
   1. Choose 'Document owner' if you want to add a case to the owner of the created document.
   2. Choose 'Team' if you want to link a case to one of the teams within the organization. You can then select a team to handle the case.
   3. Choose 'Organization' if you want to link a case to the entire organization. The entire organization can then resolve the case.
10. If you want the end-user to be able to select a team during inspection, check the option 'Change to a team depending on an alias value'
    1. Specify the alias of one team element here.
    2. Note: If the team element is not used and the alias is not recognized, the system will link the case to the settings under 'Owner.'
11. If you want to display images from the inspection in a created case, you can arrange this through the settings of the case element.
    1. Open the settings.
    2. Under 'Advanced' and then 'Images (Alias),' you can specify the aliases of the images you want to load.
12. Note: If you use the case element within a dynamic content or repeater element, it's important to use scoped aliases. You can read all about this in the article on moving data within dynamic content.