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Configure case types and workflows

A case type is the template for every case of one kind: its statuses, allowed transitions, per-status deadlines, required documents, and default participants. This tutorial creates one from scratch.

Goal​

By the end you will have created a new case type, defined its status lifecycle, configured a deadline, and verified that a new case picks up the configuration.

Prerequisites​

  • Administrator role on the Nextcloud instance.
  • The Procest register imported (see Manage Procest settings).
  • A clear idea of the statuses your workflow needs.

Steps​

  1. From the Procest navigation, scroll to the configuration block and click Case Types. The list view opens with the Cards / Table toggle and an Add Item button. (Case types are also reachable from Administration settings → Procest under Case Type Management.)

    Case Types list

  2. Click Add Item. The case-type dialog opens. Fill the basics: Name (e.g. Vergunningaanvraag), Identification (slug), Description, Default confidentiality, Maximum lead time (in days).

    New case type dialog

  3. Open the Statuses tab on the dialog. Add the statuses your workflow needs (Open, In behandeling, Wachten op aanvrager, Beslissen, Afgerond). For each status set the Allowed next statuses: only those will appear in the transition dialog on a case.

    Statuses and transitions

  4. Open the Deadlines tab. Set a per-status duration (e.g. In behandeling: 30 days) and the Warning threshold (e.g. 7 days). Cases of this type re-base their deadline countdown on each transition.

    Per-status deadlines

  5. Open the Documents tab. Add the document types that must be present at each status: these power the document checklist on the case detail. Save the whole case type with Save.

    Document checklist

Verification​

You have configured the case type correctly when: it appears in the Case Types list with the status count you defined, creating a new case from Cases → Add Item and picking this case-type produces a case with the first status pre-set, and the case's deadline countdown reflects the case-type's per-status duration.

Common issues​

SymptomFix
Add Item opens a dialog with no form fieldsThe Case-type schema is not mapped: re-import configuration via Manage Procest settings.
Status transitions on a new case do not match what you configuredThe status mapping on the case-type may have been saved before the status schema was created; reopen and save again.
Deadline never warnsThe warning threshold is larger than the duration, or the case-type field is not mapped to the Case schema.
Document checklist on the case is always emptyDocument types live in a separate register; confirm the informatieobjecttype mapping under ZGW API Mapping is configured.

Reference​