This page describes the Cases service with a focus on its extended, bulk, batch and other special functions:

1. Case records and import
2. People records
3. Document templates and their settings
4. Bulk import of cases, claims and payments
5. Template-based messaging
6. Automated debt recovery

System documentation for larger deployments, from the point of view of system integrators, is in the other sections of this documentation.

1. Case records and import

The basic record is a case, characterised by:

• RefNo – a unique identifier: the number or file reference of the case.
• Group – the group the case belongs to; a short code, e.g. of the client or the type of case.
• Category – the business domain of the case (attorney file, debt collection, auction, ...). The category drives the behaviour of the case.
• State – the category defines the possible states of the case.
• People – one or more people can be recorded on a case, each with their relation to the case.
• Fields – additional data on the case, as pairs of field name and (textual) value.
• Claims – a set of claims (debt, invoice, ...).
• Proceedings – court or enforcement proceedings (attorney, insolvency trustee, bailiff).
• e-Delivery – incoming e-Delivery messages are filed to cases automatically by the file reference in the message.
• Events – a chronological sequence of events of the following kinds:
  • Note – free text.
  • Task – has a description, a due date and an assignee. With a Place filled in it is a meeting; with a Result filled in it is done.
  • Work – the amount of work spent on the case.
  • File – a document stored on the case.
  • Message – letters, e-mails or SMS about the case sent through iSpis.

The People, Proceedings and e-Delivery agendas also have their own services and can be used independently of Cases.

2. People records

All people in iSpis are recorded centrally, only once, regardless of the service they were entered in. A person has personal data (natural persons), company ID, name and VAT ID (companies), a note and addresses – contact data:

• Main address – the postal address letters are sent to, when filled in.
• Registered office / place of business – used for letters when the main address is empty.
• Other address – recorded only, not used for sending.
• E-mail, ISDS – e-mail address and, where applicable, the data box ID (e.g. of an authority).
• Phone – phone number with the country code (e.g. +420) for SMS.
• Web, other ID – further notes not used by the system.

People can be managed one by one or uploaded in bulk through the People service.

People are checked daily in the insolvency register through the Insolvency service. On the person card, the Screening section screens the person in a chosen register and lists all screenings done so far.

3. Document templates and their settings

Repeated documents are produced with the Templates service. A document is a template plus its settings. The template is an ordinary file in one of the formats DOCX, ODT, HTML, MD or TXT (DOC is not supported, only its XML variant DOCX). The settings say which channel a document generated from the template is sent through:

• Email – sent by e-mail; the default for HTML templates. The subject can be set; the sender is the login e-mail of the user.
• SMS – sent to a mobile phone; the default for TXT templates. Unless agreed otherwise, the sender is the service number of Sokordia.
• Post – sent as a hybrid-mail letter; the default for DOCX templates. The sender is the billing address of the user.
• e-Delivery – sent through ISDS (data box); subject, our reference and your reference can be set.

Templates support personalisation – variable fields such as name, address, variable symbol or the amount owed. See the Data fields page of the template manager.

For templates containing payment requests you can set the day, relative to the due date, the template applies to. This defines the notice plan (see below).

4. Bulk import of cases, claims and payments

Cases can be created one by one or imported in bulk from a spreadsheet.

Cases are uploaded with the Case group... button. During the bulk upload the cases are filed to a group: a short code, e.g. the client's abbreviation or the type of cases, plus its description.

The spreadsheet should have the following columns (some with the same value on every row):

Column	Meaning
RefNo	Unique case identifier, Number or Number/Year. Required.
Category	Business domain of the case, e.g. always Inkaso for debt collection.
State	Initial state; the set of states depends on the category.
Relation	Relation of the person to the case; for collection always Povinný (debtor).
FullName	Personal name and surname, including titles.
BirthNo	Personal identification number, in any format.
Street, Zip, City	Main address of the person.
Email, Phone	E-mail and phone number.

The import also creates the person when it does not exist yet. The table may contain further columns; they are stored as the Fields of the case.

For debt collection, claims are imported separately after the cases, in the Claims service with the Upload claims button. The table is similar, with these columns:

Column	Meaning
RefNo	Case the claim belongs to.
VS	Variable symbol of the claim.
DueDate	Due date of the claim.
Amount	Principal of the debt.
Paid	Amount already paid. Optional.

Other columns are ignored. The same table without DueDate and Amount imports incoming payments with the Upload payments... button.

5. Template-based messaging

People recorded on cases can be messaged easily: by e-mail, SMS, data message or postal letter. The text is written by hand or produced from a saved template.

A message is created with the New message button. After choosing the channel and the recipient address in To:, pick the template the text is generated from. E-mails take a subject, postal letters a delivery method, data messages further fields; attachments can be added.

The template text can use case data (personalisation), marked as highlighted text that names the field to insert. The complete set of case expressions is listed under Data fields of the template manager. The marking depends on the template format:

Format	Marking
DOCX	The Highlight button in MS Word
HTML	Wrap the expression in <mark>, e.g. Dear <mark>Debtor.FullName</mark>!
MD, TXT	Curly braces, e.g. Your debt is {Debt.Principal} CZK

When a template says how many days before or after the due date it should be sent, it takes part in the notice plan, shown in the Claims service under Notice plan: for a given date it lists the notices to be sent that day.

6. Automated debt recovery

To automate recovery, first upload the cases from a spreadsheet (section 4 above). Then write the individual reminders (e-mails, SMS or letters) in the Template manager and tick send automatically in the template settings.

Payments are imported either from a table with the columns RefNo, VS, DueDate, Amount through Claims – Upload – Upload payments, or we can connect your bank account directly; contact us for details.

Repayment schedules are set up on a claim with the Repayment schedule button, or in bulk from a spreadsheet. The system then watches the instalments and notifies you by e-mail about cases past due.

Source: lib/IS/Controller/Pripad.docs.md