Case Manager Full Walk-Through
Case Manager Video Transcript
Case Manager Video Transcript
Welcome to ProPlaintiff, where managing your cases is faster, smarter, and more accurate than ever. In this tutorial, we walk through how to create and manage cases using the platform’s cases feature. To begin, you can create a new case directly within the AI paralegal by typing a prompt such as “let’s start a case for John Smith.” From there, you can assign the case to a team member using an @mention and upload an intake form from your computer. The AI paralegal will automatically extract key details from the file and build out the case. Alternatively, you can start from the cases dashboard by selecting “new case” and dragging and dropping relevant files to begin.
Once a case is created, all information is accessible through a centralized dashboard organized into tabs, each representing a different category of case data. In the matter registry, you can update client and case information, track critical tasks, and assign personnel, while the lien tracker helps monitor all parties owed, such as healthcare providers or insurers. Quick actions streamline case management by allowing users to log billable hours, record expenses, upload documents, and generate invoices efficiently.
To ensure nothing is overlooked, action items help track case progress by allowing users to add and review activities. The case files section enables secure document sharing by letting clients upload files directly, as well as providing tools to index and manage documents. The financial ledger offers a complete overview of all case-related costs, fees, time entries, expenses, and referral splits.
The tasks tab provides a comprehensive view of everything that needs to be completed, with tasks either generated by the AI paralegal or created manually. Assigning team members is simple, with options to add personnel and integrate tasks into the built-in AI calendar. New members can be invited through the settings panel, though additional users may involve extra fees.
One of ProPlaintiff’s most powerful features is its case analysis tool, which uses AI to transform documents into structured data. By uploading files through the AI smart upload feature and selecting “process and extract,” the system identifies and organizes key information. The analytics tab then generates a detailed report outlining case strengths, weaknesses, and urgent issues. The timeline tab provides a chronological view of important case events, while the damages section tracks all related expenses and incidents. The parties tab logs everyone involved in the case, complete with contact details and references to where they appear in documents. Finally, the patches tab records major updates and allows users to revert to previous versions, ensuring no information is ever lost.
With these tools, ProPlaintiff enables end-to-end case management that is faster, more organized, and highly efficient—making it easy to create and manage your first case with confidence.
Where to Find Case Overview
Select a case from the Viewing Case dropdown menu
In the Case Navigation section, click Case Overview
The Case Overview page will also load automatically when creating a new case.
Top Case Status Bar
At the top of the Case Overview, you can quickly see important information about the active matter, including:
Case status
Case reference number
Last updated date
Demand amount
Days active
Total case files
Use the Case Status dropdown to update the current status of the matter as it progresses.
Case Workspace
The Case Overview is divided into tabs that give your team access to different areas of the matter without leaving the case.
Depending on the features available to your firm, you may see:
Matter Registry
Financial Ledger
SMS
Tasks
Automations
Notes
Analysis
Timeline
Damages
Parties
Patches
Matter Registry
The Matter Registry is the primary location for structured case information.
The left side of the Matter Registry contains sections for information such as:
Client
Case Details
Firm Custom Info (Added using blocks & fields)
Court & Matter
Opposing Party
Select a section to view and manage its information.
The Matter Registry also includes dedicated areas for information such as Insurance, Medical Providers, and Liens, allowing important case data to remain organized within the matter.
Customizing Your Matter Registry Using Blocks & Fields
Your firm can create custom blocks and fields to collect information specific to your workflow.
To customize your fields:
Go to Settings.
Select Blocks & Fields.
Create or edit a block.
Add the fields your firm wants to track.
Custom information can then be incorporated into your Case Overview.
SEE BLOCKS & FIELDS ARTICLE FOR MORE INFORMATION
Quick Actions
The Quick Actions panel gives you immediate access to commonly used case tools.
Available actions include:
AI Smart Upload – Auto Fill Case Data
Time Entry
Expense Entry
Upload to File Storage (Case Files)
Generate Invoice
Actions performed here are connected to the active case.
AI Smart Upload – Auto Fill Case Data
AI Smart Upload is used to automatically populate information within the Case Overview page using information contained in your case documents.
For example, you can upload an intake form or client questionnaire, and AI Smart Upload can identify relevant information and use it to populate the corresponding case data within the Matter Registry.
Uploaded documents are also saved to the case, keeping the source files and case information connected.
This reduces manual data entry and helps your team quickly build a more complete and organized Case Overview.
Insurance
The Insurance section allows you to add and manage insurance policies associated with the case. Click the + button to create a new policy.
For each policy, you can track:
Insurance carrier
Policy number
Claim number
Policy limits
Party type, such as Plaintiff
Coverage type, such as Primary
Claims adjuster name
Claims adjuster email
Claims adjuster phone number
Claims adjuster address
Policy notes
You can also pre-fill the claims adjuster from an existing contact, helping keep contact and case information consistent throughout ProPlaintiff.
Medical Providers
The Medical Providers section allows you to maintain detailed information about each provider involved in the client’s treatment. Click Add Provider to add a new medical provider to the case.
You can track:
Provider name
Company, clinic, hospital, or practice
Phone and fax
Email
Address
Account number
Records invoice amount
Treatment status
Lien status
Date of service start and end
Medical records requested date
Medical records received date
Billing records requested date
Billing records received date
Notes
Keeping this information current gives your team a centralized view of the client’s treatment history and makes it easier to track outstanding medical and billing records.
Liens
The Liens section provides a dedicated place to track liens associated with the case from initial notice through final resolution. Click the + button or Add Lien to create a new lien.
For each lien, you can track:
Lien holder
Recovery agency
Recovery agent
Letter of representation sent date
Notice received date
Final lien received date
Lien amount
Reduction as a percentage or dollar amount
Notes
This gives your team a centralized record of lien activity and makes it easier to track important dates, amounts, and reductions as the case progresses.
Financial Ledger
The Financial Ledger provides a centralized view of the financial activity associated with your case.
From here, you can track time and expenses, manage referral and fee split information, and generate invoices using the financial information recorded throughout the case.
Invoices
The Invoices section allows you to generate and track case invoices. Click Generate or Generate Invoice to begin creating an invoice.
When generating an invoice, you can enter the settlement amount, select the fee type, and specify the attorney fee percentage. ProPlaintiff then calculates the attorney's fee and incorporates available case financial information into the invoice.
The invoice can include:
Attorney's fees
Case expenses
Liens
AI costs
Total due to the firm
Total due to lien holders
Net amount due to the client
You can Preview the invoice before generating it and upload your firm's logo for a more polished final document.
When QuickBooks auto-sync is enabled, new invoices can also sync automatically.
Referral & Fee Split
The Referral & Fee Split section allows you to document referral relationships and fee-sharing agreements associated with the case.
Click Add or Add Referral to create a referral or fee split record. This gives your team a dedicated place to keep these agreements connected to the matter and its financial information.
Time Entries
Use Time Entries to record time spent working on the case. New entries can be added directly from the Financial Ledger, allowing your team to maintain a record of case activity and time spent.
Expenses
The Expenses section allows you to record costs associated with the case. Add expenses as they occur so they remain connected to the matter and can be incorporated into the case's financial records and invoice calculations.
Keeping the Financial Ledger current gives your team a clearer picture of the financial side of the case and helps ensure relevant fees, expenses, liens, and other amounts are accounted for when generating an invoice.
Tasks
The Tasks tab provides a dedicated workspace for managing work that needs to be completed on the case.
Tasks can be organized by:
All
Active
Backlog
Done
Each task can include information such as:
Task title and description
Category
Priority
Due date
Assignee
Status
Calendar
Labels
Related documents
Open a task to view its full details, attach documents, leave comments, change its properties, or mark it complete.
Creating a Task
Open the Tasks tab.
Select New Task.
Enter what needs to be done and any additional details.
Select the appropriate category and priority, if needed.
Set a due date.
Assign the task to a team member.
Select its status and calendar.
Click Create Task.
Automating Tasks
Tasks do not always need to be created manually.
ProPlaintiff Automations can be configured to handle routine case workflows, including creating tasks when specified conditions are met.
Automations are created and managed through Settings, and applicable automations can be enabled or disabled for an individual case from the Automations tab.
💡 Tip: If your firm repeatedly creates the same tasks at the same stage of a case, consider using an Automation to reduce manual work and keep your workflow consistent.
SEE AUTOMATIONS ARTICLE FOR MORE INFORMATION
Automations
The Automations tab shows the automations currently enabled for the selected case.
From here, you can:
See which automations are active
View when an automation is triggered
See its most recent run
Turn an automation on or off for the case
Add an automation
Access the area for creating or managing automations
This gives your team visibility into the routine work being handled automatically while still keeping you in control of what runs on each matter.
Notes and Communications
The Notes tab creates a centralized activity area for case-related communication and updates.
From this workspace, you can work with:
Notes
Email
Text
Calls
When creating a note, you can also @mention a teammate to include them.
Activity is recorded in the case timeline below, giving your team a running history of relevant case activity. Filters allow you to narrow the view to specific activity types.
Critical Timeline
The Critical Timeline highlights upcoming deadlines associated with the case.
This gives your team an at-a-glance view of important upcoming items without having to leave the Matter Registry. You can also access Tasks directly from this section.
Firm Personnel
The Firm Personnel section shows the team members currently assigned to the matter.
You can:
Assign additional team members
See who is currently assigned
Remove personnel when appropriate
Keeping case assignments current helps establish responsibility and visibility across your team.
Related Contacts
The same area includes Related Contacts, where contacts from your firm's contact list can be connected to the matter.
Select Add Contact to associate an existing contact with the case.
Case Analysis
The Analysis tab uses AI to evaluate the matter using available case information and documents.
Case Analysis can help identify important information about the case, including potential strengths, risks, and other insights based on the information available to ProPlaintiff.
Results will depend on the case data and supporting documents available for analysis.
SEE CASE ANALYSIS ARTICLE FOR MORE INFORMATION
Timeline
The Timeline organizes case events chronologically.
This can help your team review important events such as:
Incident information
Treatment dates
Case milestones
Litigation events
If duplicate or similar entries are identified, they can be merged while retaining the appropriate information.
Damages
The Damages tab provides a structured location for tracking losses associated with the case.
This may include:
Medical expenses
Lost wages
General damages
Other case-related losses
Duplicate or overlapping entries can be merged when necessary.
Parties
The Parties tab organizes the people and entities associated with the matter.
This can include:
Plaintiffs
Defendants
Insurance carriers
Medical providers
Other related parties
Party information can be managed and duplicate entries can be merged as needed.
Patches
The Patches tab provides a recovery layer for certain case data.
Deleted Timeline, Damages, or Party entries can be stored here and restored by selecting Revert when needed.
This helps protect case information from accidental deletion.
Why Case Overview Matters
Case Overview brings the information and activity surrounding a matter into one connected workspace. Instead of treating case data, tasks, financials, communications, deadlines, and AI tools as separate workflows, your team can manage them around the active case.
Keeping the Matter Registry and supporting case information current also gives ProPlaintiff's AI tools better case context when assisting your team.
💡 Tip: Build out your case early and keep it updated. Structured case data, supporting files, assigned personnel, tasks, providers, insurance information, and other matter details create a stronger foundation for the tools you use throughout ProPlaintiff.
Need Help?
👉 Check out our YouTube video - ProPlaintiff.ai V3 Tutorial Walkthrough
If you need additional assistance, please don’t hesitate to reach out to our support team via chat or email us at cx@proplaintiff.ai. We're here to help!