Searching CMS

How to Search for cases in CMS

There are now 2 versions of the search function - Basic and Custom.

Basic search will allow you to quickly find cases when you know specific details like CMS Case ID or LRS Title number.

Custom search will allow you to find cases when you don't know any LRS details (e.g. if you only know the property address or applicant name) or if you need a specific set of cases (e.g. all the dual registration cases submitted on a particular day).

Basic Search

• Click Search in the left hand column.
  • The search screen will default to the basic search criteria.
• Select the option for the detail that you want to search.
  • Choose from: Title Number, Application Number, Case ID (the unique CMS ID), Batch ID (the Customer Reference Number from Digital Submission process), UID (finance code for application fee) and Discharge ID (for DDS cases).
• Enter the details in the box that appears.
  • These are all EXACT MATCH functions so you have to fill in full title numbers/ application numbers/ batch IDs/ etc.
• Click Search and the results will appear below the search criteria.
  • The columns on screen will be Case ID, Created, Type, Lead Application Number, Lead Title Number, Date of Registration and Status.
  • You can sort/filter the results by clicking the filter marker by each of the categories.
  • When you click the Case ID link in the search results, it will show you the Case Details screen.
  • If you want to work on a case that you have searched for then you should first transfer it to your own workbasket using the Transfer action in the Actions menu. 
    • If you do not transfer it then you are technically working on it while it remains in the workbasket and if you happen to move to a different case before completing then it would still be available for another user to get on Next Assignment.
• If you want to reset the search criteria, click Clear.

Custom Search

• Click Search in the left hand column.
• Click the Custom tab.
  • The view will change to show the additional search criteria.
• Select the option for the detail that you want to search.
  • Click the Category option to filter the options for the other values.
    • It will default to All Values and this will make the Field dropdown list show all possible criteria
    • Select "Assigned to" to reduce the number of options in the Field dropdown to only workbasket or operator options
    • Select "Case Attributes" to reduce the number of options in the Field dropdown to only details about the case (e.g. Product Type or Deed Type).
    • Select "Location" to reduce the number of options in the Field dropdown to only details about the property address.
  • Click the Field dropdown to specify the criteria that you want to search for.
    • The full list of criteria is:

      • Assigned to - Work basket

      • Assigned to - Individual

      • Assigned to - Squad

      • Assigned to - Team lead

      • Case attributes - Case Type

      • Case attributes - Status

      • Case attributes - Product type

      • Case attributes - Effective date of receipt

      • Case attributes - Case category

      • Case attributes - Application type

      • Case attributes - Applicant first name

      • Case attributes - Applicant surname

      • Case attributes - Applicant company name

      • Case attributes - Granter first name

      • Case attributes - Granter surname

      • Case attributes - Granter company name

      • Case attributes - Deed type

      • Case attributes - Application created

      • Case attributes - Monetary consideration

      • Case attributes - Application fee

      • Case attributes - FAS Number

      • Case attributes - Has SAF

      • Case attributes - Has C&S

      • Location - Property number

      • Location - Property name

      • Location -  Street name

      • Location -  Town

      • Location -  Postcode

      • Location - County

      • Location -  Primary use of land

      • Location -  Is in research area

  • Once you have chosen a Field option, the Condition column will change depending on the type of criteria.
    • If it's a Yes/No type Field then the Condition will only be "Is equal to"
    • If it's free text type Field then the Condition will only be "Is equal to"
    • If it's selecting from a defined list or a set identifier then the Condition will only be "Is equal to"
    • If it's a multiple selection Field then the Condition will only be "Is one of"
    • If it's a date type Field then you will be able to choose a Condition from the following:  "Is after", "Is before", or "is equal to"
    • If it's a number type Field then you will be able to choose a Condition from the following: "Is equal to", "Is less than" or "Is greater than"
    • (More Conditions, e.g. "Starts with", "Ends with", "Is null" or "Is not equal to", will be added in the future)
  • After selecting the Category, Field and Condition, type the criteria in the Value box (or select from the list if provided).
    • These are all EXACT MATCH functions so you have to fill in full names/considerations etc.
• Click Add Criteria to add another value.
  • CMS will search for Cases that fit ALL of the criteria that are set.
  • Click Delete Criteria if you want to remove a value.
• When you've added all the criteria, click Search to begin the search.
• The results will appear below the search criteria.
  • The columns on screen will be Case ID, Squad, Lead Title no., Lead application no., Status, Product Type.
    • (In the future you will be able to choose which columns you are able to see on screen, including Category, SLA due date, Stage, Assigned to, Effective date of receipt, Last updated, Property address)
  • You can sort/filter the results by clicking the filter marker by each of the categories.
  • When you click the Case ID link in the search results, it will show you the Case Details screen.
  • If you want to work on a case that you have searched for then you should first transfer it to your own workbasket using the Transfer action in the Actions menu. 
    • If you do not transfer it then you are technically working on it while it remains in the workbasket and if you happen to move to a different case before completing then it would still be available for another user to get on Next Assignment.
• If you want to reset the search criteria, click Reset Criteria.

Team Leaders

If you have Team Leader permissions then 2 additional buttons will appear on Custom Search.

• Export to Excel will allow you to download an Excel spreadsheet of the results that appear on screen.
  • The spreadsheet will contain more columns than you see on screen so will give you more information about the search results. It will show Case ID, Squad, Lead Title no., Lead application no., Status, Product Type, Category, SLA due date, Stage, Assigned to, Effective date of receipt, Last updated, Property address.
• Transfer selected cases will allow you to select multiple cases from the results screen and transfer to a workbasket or an individual user.
  • Select the box beside the cases in the results that you want to transfer.
  • Click the Transfer selected cases button.
    • The screen will be updated and the Search Criteria section will change to Transfer options.
  • Choose either Operator or Workbasket
    • If you select Operator, start typing the individual's name in the box that appears. CMS will begin to show usernames based on the typing. Select the appropriate username.
    • If you select Workbasket, select the relevant option from the list that appears. (You will see the full list of workbaskets, regardless of Product type)
  • Once you've selected a destination, click Transfer.
    • The cases will be transferred.
  • Click Cancel, if you change your mind about transferring the cases.