Case Workflow & Statuses

Status Flow

Cases in CaseSolo follow a defined lifecycle. Each status represents a phase of the case.

Lead → Intake → Active Treatment → Demand Preparation → Demand Sent
  → Negotiation → Litigation → Trial → Settlement → Disbursement → Closed

A case can be marked Rejected at any point before Settlement.

Case Workspace Lanes

The case detail page starts at the Case Command Center, then organizes day-to-day tools into 10 focused lanes:

• Overview: snapshot, activity, deadlines, and next steps.
• Evidence: documents, version control, evidence, photos, insurance, witnesses, and experts.
• Medical: chronology writes a treatment, bill, or record on the same page; sibling dashboards stay one hop away.
• Demand: cited demand from stored medical truth.
• Negotiation: offers and authority, settlement calculator, and disbursement.
• Litigation: court filings, depositions, discovery, motions, statutes, and opposing counsel.
• Money: trust ledger, liens, fee agreement, billing, and financials.
• Client Comms: communication timeline and client portal.
• AI Review: AI chat and case review.
• Audit: audit trail and legal hold.

Status Descriptions

Lead

Initial inquiry or referral. The firm has not yet decided to take the case.

• Screen the potential client
• Run conflict checks
• Score lead quality

Intake

Client has been retained. Gathering all initial information.

• Sign retainer agreement
• Collect incident documentation
• Identify insurance policies
• Set up medical providers

Active Treatment

Client is receiving ongoing medical treatment.

• Track all medical appointments
• Monitor treatment progress
• Log medical bills and liens
• Update treatment timeline

Demand Preparation

Treatment is complete or nearing completion. Building the demand package.

• Compile medical records and bills
• Calculate damages
• Draft demand letter
• Prepare exhibits and evidence

Demand Sent

Cited demand delivery has been recorded. CaseSolo does not email, fax, or mail the letter.

• Record delivery from the cited demand room
• Set follow-up reminders
• Monitor response deadlines

Negotiation

Active back-and-forth with insurance or opposing counsel.

• Log all offers and counter-offers
• Track settlement authority
• Analyze counter-offer strategies
• Document all communications

Litigation

Lawsuit has been filed.

• Track court deadlines and filings
• Schedule depositions
• Manage discovery
• Prepare for trial

Trial

Case is in active trial proceedings.

• Court calendar management
• Witness scheduling
• Exhibit preparation
• Jury verdict tracking

Settlement

Settlement has been reached.

• Finalize settlement terms
• Prepare settlement documents
• Calculate disbursement amounts
• Process lien reductions

Disbursement

Distributing settlement funds.

• Calculate attorney fees
• Deduct case costs
• Pay medical liens
• Disburse net to client
• Generate disbursement sheet

Closed

Case is complete. All funds distributed, all tasks finished.

Rejected

Case was not accepted or was dropped before settlement.

Automated Actions

When a case status changes, CaseSolo can automatically:

• Generate status-specific tasks (e.g., "Send retainer agreement" on Intake)
• Send notifications to assigned team members
• Trigger workflow automations
• Log the status change in the activity feed

Case Gap Analysis

The AI Review lane scores how ready a case file is and lists concrete gaps. Each gap has a category, a severity (critical, warning, info), a plain description, and a next action. The completeness score starts at 100 and drops as gaps accumulate.

Watch especially for these warnings:

• Liability: proof is thin when no police report is on file and no

witness backs the incident. Upload or request the report and identify supporting witnesses.

• Medical: costs exist but no treatment timeline is logged. Add treatment

entries so gaps in care and causation stay visible. A missing medical-record document for a non-other case type also warns.

• Parties: no opposing party (defendant, opposing counsel, or adjuster)

is linked. Link the defendant side to drive discovery and negotiation.

• Insurance: no policy is recorded. Add liability, UM/UIM, PIP, MedPay,

or other relevant coverage.

Clearing gaps raises the score and sharpens demand, negotiation, and settlement outputs that read the same case record.