Case Creation

Description:

Casework is finished in the middle month of each client’s respective quarter, so cases are created the month before the work will be done. Cases are selected by performing a comprehensive analysis through manual inspections of the websites and performance tracking. Based on the information gathered after the analysis, we create outlines of quarterly casework for each client that best meets their site’s SEO needs. Specific request for cases directly from the dealer is also prioritized when creating cases.

Case creation involves adding a case title, setting a parent case, adding a case description, milestone, time estimate. etc.

Tools:

Step By Step:

Set-Up

  1. In one tab, open the list of outlines with cases needing to be created. Use the link below that is sorted by milestone.

  2. In another tab, open the SEO Client Work doc

  3. In one more tab, click “New Case” at the top of FogBugz

  4. In the tab with the outlines needing cases, click on the outline you will be making cases for

  5. Check for any notes from the MC about changes to the cases to be created and make any adjustments as needed to which cases will be created or add notes to cases as you create them

  6. Now, using Multi Copy Paste, you will copy 3 things:

    1. Ctrl+1 - The client’s URL - e.g 106StTire.com

    2. Ctrl+2 - SEO and the quarter with bars and spaces before and after - | SEO September - November 2020 | 

    3. Ctrl+3 - The case number of the outline

  7. As you go from outline to outline creating cases, you will only replace a. and c. You will keep b. copied and use it for all the cases you create

  8. Now we are ready to create the cases for the outline

  9. Scroll down to the section labeled “Billable Hours for Case Creation”

  10. You will skip creating the “Outline Analysis” case and start with the first one below

  11. Copy the entirety of the case (with any sub-bullets included) with the regular copy - Ctrl+c or right-click and copy

  12. Navigate to your new case tab


Outline Case Creation

  1. Open the FogBugz filter “Digital Marketing: SEO Quarter Cmpl Chk”

  2. Starting from the top, click the arrow beside an open outline to see the state of fulfillment to determine if it’s time for the next outline to be created. 

  3. Open the outline

  4. Open another tab of Fogbugz and click create new case.

  5. Edit the following fields in the outline case

    1. Title - Copy and paste from the previous outline 

    2. Update month date range in title field - make sure this is correct

    3. Update Milestone. Last week of the middle month

    4. Assign to user

    5. Add MC Name

    6. Check Is Outline

    7. Update Stage to Analysis

    8. At this time Due Date will remain blank. We update this when we assign to the MC for approval.

    9. Add Parent Case - this is the SEO Master Case

    10. Add estimate - this is 15% of their quarterly hours rounded up. You can also find this information at the bottom of the previous outline.

    11. Add their quarterly SEO hours in the SEO Hours field - this is a good time to check our master client doc to make sure these hours match up.

    12. Add optimization description for an Outline Analysis (can be found in WIKI http://fogbugz.tcsgeeks.com/default.asp?W2006) and add the case estimate in parentheses. Or you can copy and paste this information from the previous outline.

  6. Save - CONGRATS! You’ve created an outline! 

  7. Now, go back to the previous outline and place and edit that says either “All fulfillment completed. New outline in case #123456.” or “One fulfillment case left in case #123456. New outline in case #123456” and CLOSE case. The client should only ever have ONE outline case open at a time. 

  8. Update the color coding in our client doc. 

  9. Proceed to go through the filter to create outlines as needed. 


  • Tips

    • I like having the filter. SEO Outlines to Write open the background as I create cases. That way I know that they are ending up in the right place.

    • It is also good to do one final audit when all outlines are created. By comparing your outlines to write filter to the client work doc.