How to create a Field & Community Services Activity or Case

Chrissy Sedgley
Chrissy Sedgley
  • Updated


1. Click the red New button in the top right corner of the dashboard and select Activity or Case.

If you do not see this button, you have not been granted the “Can add/edit activities and cases” permission yet and will need to ask a manager with access to the Field & Community Services Users page to add it for you.

2. Enter the key details of your case or activity into each field (required fields are marked with an asterisk *):

    • Choose a type/subtype * - From the dropdown, select an activity/case type and (if applicable) select a subtype.
    • Give this activity/case a title * - Enter a short description with keywords that you can search by later (e.g. “German Shepherd loose on Main Street”)
      • This is the equivalent of the comment box in Chameleon.
    • Priority * - Select a priority level (P1 would be considered highest priority).
    • Status * - Select "Open" if you'd like to start working on this new case or activity immediately. Otherwise, select "New."
    • Address * - Powered by Google Maps, enter the location by searching for an exact address, an intersection (e.g. Main St. and 4th Ave.), a landmark, or business name.
      • The pin on the map can be moved by clicking and dragging, which will also automatically update the address.
      • The Additional Location Info field is for unit numbers or other descriptive information.
      • Unsure of the location? Use the pin to approximate if you know the general area, or enter your shelter’s address as a placeholder. Having an address is necessary so that the activity or case can be displayed on the Map View.




3. Select Create and continue at the bottom to continue entering details, or Save & Exit if you are done for now.

    • Note: At any point in this flow, you can select Save & Exit in the top right corner if no further details are available, or Next in the bottom right corner to skip a certain section.

4. On the next page, enter other important details (these are all optional):

    • Assigned To - Select from dropdown or start typing a user’s first or last name.

    • Incident Date - This is prefilled with the current date and time, but if it was reported earlier, you will be able to adjust.

    • Due Date - Use the date picker to select a date.

    • Metrics (coming soon!) - Use the + and - buttons to increase/decrease each metric by 1, or enter larger numbers directly by typing them in.

    • Reference Numbers - Enter as many ticket numbers, etc. as needed.

    • Zone - Select from dropdown of your configured zones.

    • Jurisdiction - Select from dropdown of your configured jurisdictions.

    • Are there related activities? / Is there a related case? - When creating a case, you can associate or more activities with it. When creating an activity, you can associate it with a case (but not multiple cases).

5. On the next page, enter the Associated Partner Organization and partner contact on the next page (optional).

    • This will be populated by the partners you have added via your main Shelterluv configurations.

6. On the next page, select either Animals or People to enter next (optional).

    • If you have an existing Shelterluv record for the animal or person, start there first.
    • If you have existing Shelterluv records for both, start with the person - their associated animals will be populated later for you to select from.
    • You can also skip these by clicking Next on each page.



7. On the next two pages, use one or more of the search fields to find an existing Shelterluv record.

    • If no matches are found, you will be given the option to create a new animal or person (these records will be created in Shelterluv and you’ll be able to make further edits to them there).
    • On the animal search, you will have the option to search in custody animals only.


8. On the next page, enter any memos you would like (optional). Be sure to click the red disk icon to save each memo before proceeding.

9. On the next page, add any attachments you have (optional).

10. On the final page, you can review everything you have entered and edit information as needed.

11. Click Finish at the bottom when you are done to return to the main dashboard.