Everyday User Guide

1 · What Rangeen is

One system for the whole life of a case.

A case is the central record for one matter — one claim, one client, one file. It holds the data fields, the documents, the emails and letters, the tasks, the people involved and a permanent history of everything that happened. Everything you do lands on the case.

Every kind of matter you handle is described by a case type — Personal Injury, Debt Recovery, Conveyancing, whatever your organisation runs. Each case type has its own screens, its own letter and email templates, and its own automations, so a case looks and behaves the way that kind of work actually runs. You just open a case and work it; the case type takes care of the rest.

Everything lives behind one top bar: the main pages — My Day, Cases, To-dos, Lists, Insights, Incoming mail — sit as buttons across the top, and everything an administrator configures lives in the Manage menu beside them. You only see the pages your role allows.

2 · Signing in

One address for staff, a separate one for outside collaborators.

• Staff work at <workspace>.rangeen.com — your organisation's own address. You sign in with your Microsoft work account, using the same password and multi-factor rules as the rest of your Microsoft sign-ins. There is no separate Rangeen password to remember.
• Outside collaborators (if your organisation uses the Client Hub add-on) sign in somewhere else entirely — at <workspace>-collaborator.rangeen.com — with their own email-and-password credentials. Staff and outsiders never share a door (see section 15).
• Your session renews quietly while you work. If your organisation has set an idle limit and you leave it untouched past that limit, you're signed out; many organisations set no idle limit at all.

3 · Your home dashboard

The first screen after sign-in: what needs you, and where you left off.

• My tasks — your open tasks counted as overdue / due today / due this week. Click through to your full list.
• Case stats — totals for the organisation and per case type, plus the cases you opened today.
• Recent cases — the last cases you personally had open, so you can pick up where you stopped.
• Starred — cases you starred.
• This week — cases you opened in the last seven days, grouped by day.
• Dashboard tiles — pin any saved query as a live tile with Add tile; the tile shows its current count and is yours alone.
• New case — start a case straight from here.

A simpler way in — the guided view Add-on

If your organisation has the guided add-on, your user menu offers a switch into a calmer, step-by-step view of the same system — pick what you're trying to do and it walks you through. Nothing is different underneath: the cases, tasks and history are the same ones this guide describes. Your organisation chooses the view's name, and some colleagues may be set up to work only in it.

4 · Finding & opening cases

References are the fastest route; search finds the rest; queries go deepest.

Where: the quick-open box in the top bar

Case references

• Every new case takes the next number in one shared sequence for the whole organisation — 000001, 000002… — no matter which case type it is. Numbers are at least six digits and grow automatically beyond that.
• You can give a case a custom reference when you open it (it's stored in capitals). The automatic sequence skips over any number already taken.
• Related cases are numbered under their original as 000123.001, .002, and so on — see section 10.

Starting a new case

There is nothing to fill in. A case needs a case type, and that is the only thing you are ever asked for — its title comes from the case type and its reference from the numbering sequence.

• From a Home tile — one click. The tile already says which case type it is, so the case is created and opened straight away.
• From the + button — a short dialog asks which case type, because the button doesn't know. If you typed something in the quick-open box first, it becomes the new case's custom reference and the dialog shows it back to you. If that reference is already taken you'll be offered the next number instead.

Case titles

You don't type a case title. Each case type carries a title pattern set up by your administrator — plain words plus fields from the case, such as Injury claim - {client_surname} — and every case of that type is titled from it.

The title refreshes each time the case is saved, so it keeps up with the file rather than freezing at whatever was known on day one. A brand-new case has no data yet, so it starts as just Injury claim; fill in the surname, save, and it becomes Injury claim - Okonkwo. Cases created before your organisation moved to title patterns keep the titles they already had.

Searching for a case

For anything deeper — cases by status, date ranges, combinations of conditions — run a query. That's what queries are for.

5 · The case workspace

Everything about one case, on one screen.

Where: open any case by reference, or from a list

The workspace views

An icon row switches between the views of the open case:

• History — the default view when a case opens: the newest activity first, so you instantly see where the case stands. Paged and searchable.
• To-dos — the case's open tasks, with a count badge.
• Assignments — who owns and works the case.
• Notes — case notes; colleagues can acknowledge them, and a badge counts any that still need acknowledging.
• Client Hub — if the case is shared with an outside party, a documents conversation with them (see section 15).

Alongside the views

• Screens — a searchable list of the case type's data screens. This is where you read and edit the case's fields (see section 6). The search matches screen names and field names, codes and labels — type date of birth and the screens holding that field surface, with the field spotlighted when you open one. No more hunting screen by screen.
• Grouped screens — a screen can have screens nested under it (up to two levels). A parent shows a small arrow: the arrow expands the group, the row itself opens the parent, which you fill in like any other screen. If a change on a case has an unsaved count inside a collapsed group, the parent's badge carries it — nothing pending can hide. While you're searching, the list goes flat so every match shows.
• Quick View — a compact side panel of the fields that matter most, visible from every view. It's configured per case type, so you don't set it up yourself.
• Case lock — if a colleague is already editing the case, a banner tells you; you can look but not edit until they leave.
• Password-protected cases — a case can carry its own password. Opening one asks for it every time, whoever you are — and leaving the case locks it again. A small lock marks protected cases in lists and search results. With the Password-protect cases permission you set, change or remove a case's password from its ⋮ menu; the separate Manage case passwords permission adds a Protected cases screen listing every protected case — who set its password, when — where the password can be revealed or changed. That screen is the recovery route if a password is forgotten. There are no rules on what a password must look like: it is exactly what was typed.
• Star to add the case to your Starred; Share to give an outside party access; the AI button to ask questions about the case — it answers from the case's own data and history, and it can read but never change anything (needs the AI add-on).

6 · Screens, fields & saving

Reading and changing the case's data.

• A case type's data is laid out on one or more screens (shown in the Screens list). Pick a screen to see its fields.
• Type or pick values as normal. A small marker appears on any field you've changed, and on the screen itself, so you can see what's unsaved.
• Press Save to write your changes to the record. Saving also writes a line to the case history, so there's always a record of what changed.
• Dates are UK format — dd/MM/yyyy — everywhere: on screens, in tables, in query results and in generated documents, unless a particular field was deliberately designed to display differently.
• Some tiles are read-only on purpose — a calculated total, or a value shown in a fixed format. If you can't edit a field, it's either read-only by design, shared to you read-only, or your role doesn't allow it.
• Tables on a screen (for example a list of payments or appointments) show a row count and an Add row button; rows are edited in a small dialog. A table can carry a document column: rows that hold a file show a small icon, and clicking it previews the document without leaving the screen. Attach or replace one from the row's edit dialog. Time records show a Start / Stop button that logs your working time.

7 · Sending correspondence

The five ways correspondence moves — and running an automation by hand.

Where: the action bar at the top of an open case

The five correspondence actions all follow the same three steps — who (a correspondent on the case), what (a saved template or a one-off compose), then confirm and send / record:

• Email — composed with proper formatting (bold, colours, lists), goes out through your connected Outlook (see section 11), threads correctly, and is stored on the case exactly as sent.
• Letter — generated from a template (Word, Excel or a PDF form); the finished document lands on the case.
• Memo — an internal note-to-file, template-backed like the rest.
• Phone in / Phone out — record a phone call: who, when, what was said. Two buttons, one per direction — each offers that direction's templates (plus any marked "both"), and a one-off call is pre-marked with the direction you clicked.
• Incoming post — record inbound paper mail; attach the scan and it's filed like any other correspondence.

• Every action carries an editable description — that's the line you'll read later in the history, so make it meaningful.
• Actions can carry documents to send with them; on an email they ride the real message as attachments. You can add documents from the case's history too.
• Many templates schedule a diary follow-up automatically (e.g. "chase in 14 days"). You can adjust or switch that off on the confirm step.
• Emails send in the background — you confirm and carry on working. The history entry shows the live status: Sending…, then Sent — or Not sent with the reason in plain words and a Retry button (see section 16).
• Automation on the action bar runs a saved automation against this case on demand — for the one-click routines your organisation has set up. If you have unsaved changes you'll be asked to save first: automations always run against the saved case.

8 · To-dos & diaries

Deadlines as records, not memories.

Where: To-dos in the top bar · plus the To-dos view on each case

The seven kinds of task

However a task is created — by hand, by a diary follow-up, or by an automation — it's one of the same seven kinds. The kind decides what its "do it" button opens:

• To-dos are assigned to a person (or follow whoever is the case's current case worker), with a due date. My To-dos is your working list; the home dashboard counts down overdue / today / this week.
• Diary follow-ups schedule a future action in one step — "chase the expert in 14 days" — usually straight off a letter or email you send.
• Actioning or deleting a task removes it from the working lists — there's no "completed" pile to tidy. The case history keeps the permanent record: every actioned task writes its own history line, plain to-dos included.
• Rescheduling a due date is a separate permission in some organisations, so deadlines don't quietly slide.
• A daily task digest email can list everything on your plate, bucketed overdue / today / this week / later.

9 · Attachments & notes

Files and internal notes, kept on the case.

• Attach a file by dragging it anywhere onto the open case — a drop area appears. You can preview PDF, Word (.docx), Excel (.xlsx) and images right in the app, without downloading them.
• Notes are internal messages on the case. A note can be marked so that colleagues must acknowledge it; a badge counts unacknowledged notes so important messages don't get missed.
• Everything — every attachment, note, save and action — is written to the case history under your name.

10 · Family (sibling) cases

Related matters get their own record, numbered under the original.

Where: the sibling / family option on an open case

• A matter is numbered under its root: 000123.001, .002, and so on. A family view shows all the members.
• A sibling can be a different case type from the original — a Client case can have an Accident case as a sibling.
• When you create a sibling of the same type as an existing family case, you can start it Empty, as a Clone of that case, or by copying selected fields from it. A different type always starts blank with its own defaults.

11 · Email & the Incoming mail

Mail belongs on cases, not lost in personal inboxes.

Where: My Profile → Email & mailboxes · Incoming mail in the top bar

Connecting your mailbox

How inbound mail finds its case

• Mail that carries a case reference (in the subject or body) is matched to that case automatically.
• Your administrator can add matcher fields per case type — e.g. a claim or file number — so mail mentioning those values matches too.
• Everything the system isn't sure about waits in the Incoming mail, sorted into High / Maybe / Other confidence, plus Released and Archived.

System notifications — invites, password links, digests — are sent from a branded address on your organisation's own domain, separate from your personal mail.

12 · Correspondents

Every person and organisation, stored once, linked everywhere.

Where: Manage → Correspondents

• A correspondent is anyone a case deals with — a client, a solicitor, an expert, an insurer, a court. Each belongs to a correspondent type.
• Cases link to correspondents through fields on their screens, so "the client on this case" is real, structured data — which is exactly why letters and emails can address themselves automatically.
• When you send a letter or email, you pick the correspondent it's going to, and their details merge into the template for you.
• A correspondent's page shows their details and the cases they appear on. The same directory feeds every correspondent picker in the system.

13 · Running queries

Saved questions over the caseload — built once, run whenever.

Where: Lists in the top bar

• A query is a saved search over the cases of one case type — "open matters past their target date", "clients in Leeds", and so on. Your organisation builds them; you run them.
• Some queries ask you for a value first (a date, a name, a fee earner) — just fill in the boxes and run. Dates are typed and shown the UK way, dd/MM/yyyy.

14 · Running reports

A query, presented properly.

Where: Insights in the top bar

• A report takes a query's results and presents them — grouped with headings and subtotals, totalled up, and optionally with a bar, pie or line chart.
• Run a report and choose your output: a PDF (portrait or landscape), an Excel workbook, or a CSV file.
• Insights can also be scheduled to run on their own and email the file to a list of people — your administrator sets that up (see the Technical Handbook).

15 · Sharing with outside parties Add-on

Outside parties see exactly what you share — nothing else.

Where: the Share option on a case

• With the Client Hub add-on — and the share permission on your role — you can share chosen screens of one case with an external person: a client, an expert, a broker. They sign in to a separate portal at <workspace>-collaborator.rangeen.com with their own credentials.
• You control what they see: each screen can be hidden, read-only or editable, and within an editable screen you can hide or lock individual fields. What you grant is frozen at the moment you share, so later screen changes don't silently widen their access.
• They can only see the case you shared and the screens you allowed, plus a filtered activity feed of the correspondence that concerns them. They can't see your tasks, notes, internal to-dos, other screens or any other case. Everything they do lands on the case history under their name.
• You can also exchange documents with them in a simple back-and-forth conversation on the case's Client Hub view.

16 · History — the record

The permanent, unchangeable record of everything.

• Every save, action, email, note, task, share and automation run writes a history entry with who did it and when.
• History is the case's default view — newest first — and is paged and searchable by text, type of event and person.
• Email entries carry their live send status: Sending…, then Sent — or Not sent with the reason spelled out and a Retry button. A send never just vanishes: every one ends recorded as sent, or as not sent with a reason you can read.
• Completed tasks appear here too — including plain to-dos — so "was it done, and by whom?" always has an answer.
• Entries are written by the system and can't be edited. That's what makes the timeline something you can rely on.

17 · Quick answers

• "I can't find a case." The quick-open box needs the exact reference. Don't have it? Use the search icon beside it — it matches titles and each case type's key fields (section 4). For anything deeper, run a query.
• "An email says Not sent." Read the reason on the history entry — it names what went wrong (usually the mailbox connection or an address). Fix that, then press Retry on the entry — section 16.
• "An email didn't attach to its case." It's almost certainly in the Incoming mail — the reference wasn't in the message. Release it to the case; if it keeps happening, ask an administrator to add a matcher field.
• "I can't edit a field." Either the tile is read-only by design, the screen is shared to you read-only, or your role doesn't have the permission. Check with an administrator — section 6.
• "Where did my completed task go?" Actioned and deleted tasks leave the working lists by design; the case history holds the record — section 8.
• "Someone else is in my case." That's the case lock protecting you both. Coordinate with them, or an authorised user can take over — section 5.
• "How do I change a screen, template or automation?" That's configuration — see the Technical Handbook, or ask the person who designs your case types.