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Solutions Summit
CaseAware Deep Dive: Mastering IntegrationsTRACK: TECHNOLOGY
CaseAware Integrate
CaseAware Manage communicates directly with CaseAware Integrate to provide integrated communication with your referral and service providers.
Interface Groups
Billing – Submit invoices electronicallyCMS – Servicer and other CaseAware firmsDeceased – Confirm party is aliveE-File – Document filing and recordingGSE – Referrals/events to GSE systemsMail – Send and manage mailings
PACER – Party bankruptcy filing searchPPS – Publication, Posting, and/or SaleSCRA – Party military status searchSOP – Service of processTitle/TSG – Title services
CaseAware Integrate supports multiple vendors in several Interface Groups or types of service:
Why Integrate?Replace time-consuming, error-prone, tedious, repetitive tasks with efficient one-step automated processing.
Your staff can focus their attention on your business while automated services do the work.
If a search result requires manual action, a Supplemental Step is automatically added to the Case Workflow for someone to handle it.
- Login- Enter Data- Submit and wait…- Copy and save image and/or
download documents- Upload documents to CaseAware- Complete Steps
Manual SCRA Search
Integrated SCRA Search
NOTE: Auto-complete and integration events may be configured to complete steps without user action.
Integration SetupCaseAware has several key components to configure Integration:
Batch – Tells Integration the Case is ready to send
CaseAware Attachments – Define documents to send
CaseAware Steps – Events, actions, and step completion
CaseAware Values – Non-standard data element values
Client Interface – Links specific Clients to Interfaces
Interface Sequence Map – Map CMS Process Names
Vendor Values – CaseAware to Vendor name translation
Integrated Data SendThe Case Workflow Events trigger data to be sent to integrated Vendors.
● As CaseAware Steps are completed, Integrated Events Occur Automatically.
● Data is Loaded into CAI● CAI Sends Data and Requests to the
Integrated Vendor
Integrated Data LoadAs Data is received from vendors via CaseAware Integrate, updates occur in CaseAware Manage.
● Step Completion and New Supplemental Steps
● Updates: New File/Case, Parties, Document uploads, Fee/Cost amounts, Party Mil and BK, Title/Liens, and more
● System Messages indicate what happened
Multiple Integrations Can Work Together
● The next few slides illustrate an example of a Case Workflow● The Integration Trigger points are highlighted● What happens behind the scenes will be discussed along with
the configuration to make it work
THE BIG PICTURE
Sample Workflow (Steps)
Sample Workflow (Map 1 of 2)
E-File Integration
SCRA Integration
PACERIntegration
Title Integration
Referral from CMS Integration
Events, documents, and other data are being transmitted via CMS and GSE Integrations throughout the workflow.
Sample Workflow (Map 2 of 2)
SCRA Integration SCRA
Integration
Pub/Post/Sale Integration PACER
Integration
If my data and documents were loaded manually they can’t be integrated or vice versa
COMMON MISCONCEPTION:
● Documents may be sent to any interface whether manually uploaded or received via integration
● A completed step can trigger automation, integrated events, or send events/dates to an interface whether completed manually, by auto-complete, or by integration
● This applies to ALL data in CaseAware
REALITY:
Integration Timeline
Integration Timeline (cont)
Integration Timeline (cont.)
Integration Queue
The Integration Queue allows you create Files/Cases/Steps from integrated CMS referrals.
Integration QueueBefore a referral can be processed the referral Client Code must be configured for the interface.
File and Case Defaults
You can set up defaults for new Files and Cases for:
File DefaultEntitiesNew PartyPartiesRequirements
Case DefaultClient ContactsEntity ContactsPeopleVendors
Defaults are useful for assigning Users, Attorneys, Entities, Vendors, Contacts, and Requirements automatically for Integrated Referrals by specific criteria such as Case Type and State with Conditions as well.
The defaults may also be used for assigning specific Integrated Vendor Interfaces.
File and Case Default Sample
When a new referral creates a new File in CaseAware, the File Number is sent back using a CaseAware Value.
CaseAware Values:
A CaseAware Value is the method used to assign a value to a meaningful name such as “Attorney File Number” which the integration knows to send back to the interface.
The values may be specific values (like “yes”), pre-defined tags (__CASE_FLEX_case flex name__), SQL (above), or functions (below).
How it works:
Tells Integration that a Case is eligible to initiate communications with an interface.
CaseAware Batch:
● Integration Batches consist of:○ A specific name such as “Integration - CourtXpress EFILE”○ A Case Status – used to limit which cases are eligible○ A “Start” CaseAware Step to open the Batch Window○ An optional “End” CaseAware Step to close the Batch Window○ Optional conditions to prevent the Batch Window from opening
● Completing a Start Step will open the Batch, completing an End Step will close it● Integrated communication cannot be initiated from CaseAware without an open Batch
(but, only for the initial send)
How it works:
I have to leave my Batch open for my updates to sendCOMMON MISCONCEPTION:
● Once a case is integrated (has a successful transfer), it stays integrated.● Updates will occur even after the Batch has closed● Leaving the Batch open longer than needed will progressively degrade
performance over time, so it’s best to set the End Step to a Step when you know the initial send occurred.
REALITY:
Conditions are common in CaseAware configuration to prevent an action unless the condition is met
Conditions:
Configurations that allow Conditions will have a Count and/or link
A Condition is made up of a CaseAware Value, an Operator (Equals, In, Not Equals, Not In, Greater Than, or Less Than), and a value:
In this case, the “Integration - PACER Example” Batch will only open if the Open Date is after 01/01/2019.
How it works:
CaseAware Step Example● “<Interface> Step - Send Parties” is a common CaseAware
Step● It tells the integration to send parties to a vendor interface
for SCRA, PACER, or some other search● By mapping multiple Sequence and Supplemental Steps to
the CaseAware Step, searches my be done at multiple points in the workflow, or at random times as needed by adding a Supplemental Step.
● It may also be used to “open” the Batch for an interface
CaseAware Step Example
Case View Sample
Starting the Pacer Check Steps or completing the Check Pacer Supplemental Step will trigger the send.
Upon successful send, the Pacer Check Steps will be completed. If the step is started but not complete, that is your notification that there may be a problem.
Batches can re-open and Steps can re-sendCOMMON MISCONCEPTION:
● Once a Batch End Step is Completed the Batch is Closed. Completing another Start Step does nothing. Clearing the End Step may re-open the Batch, but usually not more than a week after the Start Step date.
● Clearing and completing an Integration Event Step will not cause it to re-send. Specific SCRA and PACER integrations may resend if the date is different, but you may as well just add another Supplemental Send Step.
REALITY:
Using the same CaseAware Step to Open the Batch and Send Parties ensures the Batch will be open at send time
Triggering an Integrated Event:
Example:
Note: This example is not applicable to all integration interfaces.
In this example, starting either Pacer Check Step will open the Batch and trigger the send. Completing the End Step will close the Batch without preventing future sends.
Translate names between CaseAware and the integrated vendor interface.
Vendor Values:
CourtXpress returns several fee amounts and then a Total Paid amount. We want the Total Paid to update the Filing Fee charge on our Case.This can be done with a Vendor Value for CourtXpress that translates their “Total Paid” name to our “Filing Fee” Charge Type.
Example:
Vendor Values● Each Vendor Value has
○ An interface○ An Item (type of name to be mapped)○ A vendor name○ A standard (CaseAware) name○ Optional conditions to prevent the mapping from being used
● Items – Too many (25-30) to list, but commonly things like Case Type, Charge Type, Document Category, Loan Type, and Party Type
● Generally, a Vendor Value is only required when the names are different. If the name in CaseAware already matches the vendor name it is considered valid.
Specific Case Charges may be updated by IntegrationCase Charge Updates:
● If the vendor Fee/Cost Name is different than the Charge Type name, a Vendor Value will be needed the map the Charge Type Name.
● Set up a Fee/Cost Trigger(s) to add the Charge to the Case.● When the amount is returned, integration looks for the current or future (not
yet triggered) Charge on the Case and updates the amount if it exists.
How it Works:
Documents are received from most integrated interfaces.Incoming Documents:
● Vendor Values map vendor document types to CaseAware Document Categories..
Configuration:
● Documents received via integration are always loaded to the Case, even if there is no valid Vendor Value mapping, in which case it will go to the first Document Category it finds.
Documents may be sent to or even required by most integrated interfaces.
Outgoing Documents:
CaseAware Attachments:
● are generally required to send documents via Integration; although, some will send by Document Category or Vendor Value mapping.
● require a CaseAware Step to trigger the send of the document when completed and details of the document to be sent.
● will only send documents less than 7 days old unless otherwise specified in the documentation for the specific Interface.
Configuration:
CaseAware AttachmentsThe Vendor Category is the
document type that the vendor will receive
The CaseAware Step will trigger the document to
send when complete.If the document is not available
when the step is completed, it will be sent when it becomes available even
if the step is already complete.
Parties may be received from CMS and Title/TSG integrations and loaded on CaseAware Files
Incoming Integrated Parties:
In some cases, the party type is known and only Vendor Values are needed if Party Class mapping is needed.
Configuration:
In other cases, the party may be a Beneficiary, Entity, or Vendor and Party Load mapping is needed.
Parties may be sent from CaseAware to nearly every integrated interface available.
Outgoing Integrated Parties:
● As with incoming parties, Vendor Values may be used to map specific Party Classes to send
● Additional Party Classes and types may be added or blocked using CaseAware Values
● Party Class Exclusions prevent Party send based on specific criteria
● These features are well documented in the Integration Guides
Configuration:
Milestone for Parties Steps
● Some Interfaces such as Service of Process use Milestone for Parties (MSP) Steps instead of Party Class configuration to send Parties
● MSP steps are defined when the step is created and configured.● The SOP Vendor Name(s) must configured per the Interface
documentation and the Vendor must be on the Case.● In the workflow, the Parties appear in the Step, and the SOP vendor
must be selected for each Party to be sent to the SOP interface.
Milestone for Parties Steps (cont.)
The Methods are user defined and may be updated by integration as status is
returned from the vendor.
The Vendor must be selected for each Party to send before the Batch is opened
When all parties have been served or
otherwise completed, the End Date is Set.
Generally, when integration ends the MSP step, the vendor will send the fees for the service. Refer to specific vendor’s documentation for details.
The MSP (or other) Step can open the Batch prior to selecting the Party Vendors.
COMMON MISCONCEPTION:
● Using the Start of the MSP as the Batch Start should only be done if you always select all Party Vendors when starting the step. Otherwise, use a later Step or the parties may not send.
● Not sending all parties at once may result in multiple fee updates in CaseAware which may cause billing errors.
● CaseAware Steps are available to send additional parties if needed; however, it should be the exception and not the rule.
● If and when additional parties must be sent, you may want to notify the vendor to define your procedures.
REALITY:
Fundamentals of IntegrationFEATURES
● We have covered what CaseAware Integrate can do to automate procedures.
● You have seen the basics of configuring an Interface to perform common procedures.
● Now let’s dive into how CaseAware Integrate works and what it does and doesn’t do.
CaseAware Integrate was designed to incorporate as much automation as possible.
Non-interactive Processing:
● While users can manually complete steps to trigger integrated processing, it isn’t required.
● Steps may be completed, documents loaded, data entered by Integration or other automated process to cause the same integrated activity as if a user had done it manually.
● CaseAware Integrate runs in the background on a timed schedule. Each run checks for ready conditions and new data to send, and gathers data received from Interfaces to process and load.
Design:
CaseAware Integrate Batch Operations
1. Data is gathered for all open Batches. New requests are loaded and sent to the Interface.
2. All existing open orders are examined for updates to load and send.
3. Any data received from the interface is processed and CaseAware Manage is updated as configured.
Integration TestingTips for testing a configuration for a new interface:
● Test with a single File and Case at a time (preferably in a Test Site) and use a Batch Condition to only allow integration of that Case.
● DO NOT switch from a production server to a test server. CaseAware uses unique ID numbers to match Cases in the Interface server which could overlap in another server and cause data loss and disconnects.
● Change the Condition to exclude the test Cases or Site when testing is complete.
While automation and Integration minimize user interaction, it doesn’t eliminate it.
USER ACTIONS:
A person still needs to:
● Monitor integrated events are occurring error-free and as expected● Keep up with configuration changes as needed● Monitor workflow for Steps that have not auto-completed and
should have, and Supplemental Steps that were added as notification that something needs to be checked or done
● Make decisions on what needs to be done when new data arrives
MONITORING AND DECISIONS:
Just because a person needs to monitor Integrated events, it doesn’t have to be difficult or time-consuming
MONITORING TOOLS:
CaseAware Reports such as Two-Step, Dashboard, and User Step and Ad-Hoc Queries may be used to identify Cases that may have Integration problems.
Once the reports have been tested for result accuracy and performance they may be scheduled to run on a regular basis and get stored or emailed
OPTIONS & IDEAS:
There are a number of technical and logical reasons why working integrations may suddenly stop working.
INTEGRATION FAILURES:
● Connectivity: Network failures due to hardware changes, IP changes, or internet outages may occur causing failures. Most integrations will try to re-send up to 50 times in case the outage is temporary.
● Vendor changes: We don’t always get timely notifications of new requirements, validations, or format changes that a vendor makes which can cause Integration errors.
● Configuration: A mapped value may change, or new value may need mapping, for example: a mapped Charge Type Name is changed.
FAILURE POINTS:
Once you suspect a failure has occurred, you need to deal with it.HANDLING FAILURES:
● Check the Case Messages and logs for the Interface. Nearly every send, update, or load that succeeds or fails is either in a System Case Message or the logs.
● Save the logs that captured the failure. Even if you aren’t sure what the error means or if there even is an error. Logs are only retained for 15 days and, and Support may need them to figure out what happened at a later date.
● Email Support [email protected] with as much information about the problem as possible.
WHAT TO DO:
Messages and LogsSample failure from a test case:
Transaction Logs are available to view and save. If you aren’t sure
which logs you need, Support can point you in the right
direction.
When you configure something that looks right, but Integration still isn’t doing what you expect.
COMMON PROBLEMS:
● Batch, CaseAware Step and CaseAware Names are sensitive, as are the values. Check for extra spaces, upper/lower case, special characters (&, <, >) and the value itself; “Y” and “yes” are not the same for example.
● The same is true for Vendor Values and other configuration items.● Dates on Steps or other events may be too old, so check that.● Use the Batch/Int tab to make sure the Batch is open for new orders and that
validation passes.● When all else fails, email Support [email protected]
WHAT TO DO:
Related CaseAware Menu Items
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