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Core concepts of Ventoo Case Management

Ventoo Case Management is a generic, configurable framework. Instead of hard-wired fields, processes, attributes, scope schemas, and roles drive behavior. This section explains the load-bearing terms. Your actual names may differ, since all entity names are freely configurable (defaults in parentheses).

The core hierarchy 

Scope Schema  (template)
   └─ Scope  (customer-specific offering)
        └─ Engagement  (grouping of cases, optional)
             └─ Case  (the individual, billable work unit)
                  └─ Activity  (concrete service / time entry)

Term

Meaning

Scope Schema

Reusable product template: which items (services), attributes, and process apply. Many scopes are created from one schema.

Scope

Customer-specific instance of a schema with its own prices, quantities, and attributes.

Engagement

Grouping of related cases under a contract or mandate. Optional – cases can also exist without an engagement.

Case

The actual unit that is managed and billed. Follows a process from start to completion.

Activity

A concrete, time-bound service within a case (session, report writing, etc.). Also the time entry.

Parties and relationships

  • Party – A generic reference to a BC master record: Customer, Contact, Employee, Vendor, or Resource. The party is the stable reference.

  • Relationship – Links a party in a specific role to an engagement or case. Billability, bill-to customer, and billing percentage are also controlled here.

  • Role – A named function (e.g. case lead, client, billing recipient). Roles can grant case visibility and define approval behavior.

There is no fixed customer number on the case. The primary customer is derived automatically from the first billable relationship.

Processes

A process is a sequence of process steps that moves a case from start to completion. Steps can carry milestone amounts (for milestone billing) and act as a gate (e.g. "all activities approved" before advancing). Processes apply to scope schemas, scopes, and cases.

Attributes

The attribute system is an EAV model (Entity–Attribute–Value): freely defined fields bound to cases, engagements, scopes, scope schemas, and activities. Values are determined by a resolution chain (direct → schema → global → fallback), can be permissioned per process step and role, and enforced as required.

Billing

The billing engine generates sales invoices – and, for external work, purchase invoices – from approved activities. A billing profile defines the billing type:

Billing type

Meaning

Time & Materials

By actual effort.

Fixed Price

Fixed contract amount.

Milestone

Billing per reached process-step milestone.

Retainer

Recurring flat amount per period.

Posting creates case ledger entries as a financial audit trail per case – with optional internal cost entries for margin analysis.

Visibility and security

Two layers interlock:

  • BC permission sets (Admin/Manager/Consultant/Finance) govern basic table and page access.

  • Role capabilities and case visibility control, at the app level, who sees which cases and what they can do. Visibility is materialized per user (levels: All, Team, Own).

Naming and language

Through naming entries you rename each entity per language. A delivered translation app ships these names at runtime. If an entry is missing, the English default name applies.

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