Accepting or Rejecting Electronic Case Transfers

Organizations receiving etransfers review the pending transfers and accept (begin an intake) or reject them.

Pending Transfers List

A list of pending transfers is typically displayed on the main Cases page.

Site administrators may change the text on the tab from "Electronic Case Transfers" to any other text.

Note: Pending transfers will stay on this list until they are either rejected or accepted as a case and disposition is set to Open. Finishing an intake and setting a matter to the Pending disposition does not remove the pending transfer from the list.

Pending Case Profile

Clicking on a case ID on the pending transfers list will open a screen with the details of the case.

A user can run a conflict check on the applicant and any adverse parties. After reviewing the pending transfer, a user can select an Action.

"Begin Intake" starts a new intake and copies information from the sending site's case into that record. The matter now exists on the receiving site like any other intake, and will show up in conflict searches.

"Reject this case" displays a field to enter in rejection notes. The rejection (and any notes) are recorded on the sending site, and the pending transfer disappears on the receiving site.

"Accept New Documents and Notes" means the sending site entered new notes or documents on their case, and chose to re-transfer, after the receiving site had started an intake. Using this option does not create another case on the receiving side. It updates the existing intake/case with the new notes and/or documents.

The Action field dropdown will display "Return to Intake" if intake on a pending transfer has been started but not completed (accepted as a case or rejected).

If the pending transfer page does not display the dropdown to select an action and a Continue button, that means the sending agency recently canceled the transfer. Return to the pending list and this transfer should have dropped off the list. This typically happens when someone gets an email alert of a transfer, but the sending agency cancels it before they click the link to the pending case transfer page.

A rare occurrence is receiving a "There was an error finalizing your request. Try again later" warning when trying to start intake on an e-transfer, or trying to accept a case that came in via e-transfer. This can happen if the sending site is temporarily offline, and thus the receiving site can't retrieve the information to start intake, or can't report back to the sending site that the case is being accepted. The warning will go away and you can proceed once the sending site is back online.

Pending Transfer Notes

Site administrators can enable a Note field on the pending case transfer page and the pending case transfer list view.

Notes entered in this field help staff at the receiving site handle pending transfers. For example, entering "Left voice mail message for appl; told her we need info", would alert other people looking at the pending transfer list that the applicant had been contacted.

Effective 2022-06-17, these notes are copied to a case note if someone starts an intake on the transfer, hence the strikeout of the following: These notes are ephemeral. They are stored on the pending transfer and discarded when the transfer is either rejected or accepted for intake.

Site administrators enable the Transfer Note feature on the Admin > Case Transfer Settings page. Enabling "Show Transfer Note on Received Transfer Profile" will display a new "Note" box near the end of the pending transfer profile page. Enabling the "Show Transfer Note on Case Transfer Listview" will display these notes in the transfer list.

Email Notification of new Transfers

Administrators can configure an email alert to be sent when a transfer is received. See Electronic Case Transfers - Administrative Setup.