Creating Clients and Cases

This article will walk you through how to create and delete clients within HPA2, as well as other information such as case deletion and how to open and close cases. 

TABLE OF CONTENTS

• Creating a Client
• Creating a new Case
• Deleting Clients and Cases
  • Required Permissions
  • Deleting a Client
  • Deleting a Case

Creating a Client

Did you know: All of Locata's Local Authority clients using HPA2 have access to a referrals portal, whereby applicants and third parties can self-serve, referring into your service and saving officers time. Most applications are received via this method. 

Note: Only create a new client once you've checked that the client doesn't already have a record on HPA2 - as otherwise you will be creating a duplicate record. Follow this article to learn how to search LocataPro and check if the client already exists. 

To create a client within HPA2, follow the below steps:

1. Go to the dashboard or people page
2. Click the green "+" in the top-right of the page
3. Enter the Surname, DOB and NINO (if you know it) of the applicant
4. Click "Add Client"

Note: After completing the above steps, the system creates a new Client Record. It also creates a case against that client for you to begin completing the workflows on. 

Creating a new Case

Should you have an applicant re-approach you in the future, your preference may be to add a new case to their existing Client Record rather than to create a new record outright. In order to add a case to an existing record, follow the below steps:

1. Navigate to the relevant Client Record
2. Click "Create New Case" within the blue navigation bar
3. Click "Yes" when the pop up box appears

Did you know: Once you've created the new case, the default workflows for your site will automatically load against the client - ready for you to begin completing. The case will also be assigned to you.

Deleting Clients and Cases

There may be circumstances where you need to delete a client or case within HPA2. This section of the article explains how to do so. 

Note: Deletion of cases and clients is not reversable. Should you inadvertently delete a record - Locata may charge a fee to recover the data and restore the case/client. 

Required Permissions

To be able to delete cases or clients within HPA2, you'll need one of the respective permissions shown below in the purple box. Grant these for the user who needs to be able to delete cases or clients. 

Deleting a Client

Should you wish to delete a client - including all the cases under that record, journal history, communications history and so on, follow the below steps:

1. Go to the "Details" tab of the client you'd like to delete
2. Click the "Delete Client" icon within the toolbar
3. Confirm you wish to delete the client
4. Click "Delete" then "Yes" 

Deleting a Case

Should you wish to delete a specific case on a client record follow the below steps:

1. Go to the "Details" tab of the client you'd like to delete
2. Click the "Delete Case" button next to the relevant case within the Case History box
3. Confirm you wish to delete the case

Note: Each client record requires at least one case on it. If there is only one case on a record, you will need to delete the entire client to delete the case.