Associating cases

Case association in CMS creates a link between related cases. The LRS applications will be settled together but each CMS case will need to be completed separately. Sometimes it may be more appropriate to group cases so that there is only one CMS case to complete. Follow this link to find out more about grouping. 

This page describes how to add a case association and how to remove case associations.

Adding an Association

In CMS, users can associate a case to another case when they are required to be settled together.

• Select 'Add Case Association' from the Actions menu.
• Select the relevant CMS case type from the association options (Registration/Digital Discharge/ FR/ Non-CMS).
• Enter the other CMS case number and click 'Lookup Case'.
  • If the other case is an LR case then you will need to have used the Search function to get the relevant Case ID prior to starting this action.
  • If the other case is a DDS, you will need to have used the Search function to get the DIS Case ID prior to starting this action.
    • If you are associating a DDS case to another case then follow the DDS process steps.
  • If the other case is in the FR CMS then,
    • If you do not know the REG ID, select the Search by Application Number option, type in the application number of the FR then click Search.
      • The search results should show on screen.
      • Click the button beside the correct REG ID.
    • If you already know the REG ID, select the Search by Case ID option, then enter the number and click Lookup Case.
  • If the other case is a Non-CMS case then pick the relevant "Recipient Team" (TP/FR/DW) and add the lead LRS Application Number.
    • If the other case is a TP and you are unsure about your case (e.g the category type, the title number or the location), follow the relevant referrals process.
    • Check if there is already a CMS case associated to this LRS application and consider if it would be more appropriate to group to that case than add another case association.
• View a summary of the other CMS Case and click anywhere outside of the case details box to continue.
• Select the appropriate Product type (Dealing with Whole/ First Registration/ Transfer of Part) from the 'New product type' dropdown list so that it matches the Lead Case (or the team that will be settling the cases).
• Click Submit.
• You will be presented with a confirmation screen.
• The case will be routed to the appropriate person/workbasket depending on the product type of the other case.
  • If the other case has already been taken on by another user then CMS will automatically create a case collaboration note and this will email the other user to notify them of the association.
  • If the lead case has already been taken on by another user but it doesn't move from your workbasket this may be because the lead case is at Confirm case for LR Archive status. Use the Transfer action to manually transfer it to that user's workbasket.
  • If you have the lead case taken on then the associated case will stay on your My Assignments.
• Take on the LRS application(s) for your case and change the category to match that of the Lead LRS application.
• Ensure that the application workdesk of your LRS application(s) is correct.
• Check where the Lead LRS application is located and then release the LRS application(s) for your case to that same location (if you are not intending to settle both cases). 
• If you are not intending to settle both cases and CMS has not automatically added a Case Collaboration note then add a note to explain why you have associated the cases.
• If someone has associated a CMS case with one that you are currently working on then CMS will email you to notify you of this.
  • Once the LRS applications have been attached and settled, the individual cases on CMS will need to be completed separately.
  • If the associated case is a DDS type then there will be nothing left to do on CMS for this case.
• If there is a case to be associated to your case that has not been taken on by any other user and is a case type that you can settle then transfer this case to yourself so that they both sit in your My Assignments and you can settle the cases together.
• If there are multiple open applications and you are unsure which one to associate to then follow the relevant referral process. 

Removing an Association

Sometimes you may need to remove case associations (e.g. if they have been linked incorrectly).

• Select 'Remove case association' from the Actions menu.
• View the list of associations and select the association(s) to be removed.
• Select the appropriate Product type (Dealing with Whole/ First Registration/ Transfer of Part) from the 'New product type' dropdown list so that it matches the team that will be settling the case.
• Click Submit.
  • The Association will be removed.
• Transfer the case to the correct workbasket (if necessary).