With Copy to / from other account, you can give a colleague who uses a different CoVet account their own copy of a case. You create a one-time copy code, send it to them, and they use the code to receive an independent copy of the case in their account.
Important: The copy is a snapshot of the case at the moment you create the code. Anything added to the original case afterwards is not included, and the original and the copy never sync with each other.
Who Can Create and Use Copy Codes
Who | What they can do |
The owner of the case | Create, view and revoke a copy code for that case, and use copy codes from other accounts. |
Any user signed in to CoVet who has a code | Use the code once to receive a copy of the case. |
Support plan users who belong to a team | Use a copy code from a case they don't own, including an unassigned case. They can't create a copy code on a case they don't own. |
Copy codes can't be created on an unassigned case, because it has no owner.
Creating a Copy Code
Open the case you want to copy.
Select the Settings icon at the top right of the case page, then select Copy to / from other account.
Read the notice about what the copy includes, then select Create copy code.
Wait while CoVet prepares the copy. When it's ready, you'll see Your copy code is ready with a 16-character code.
Select Copy code and send the code to your colleague.
The panel also shows when the snapshot was taken and when the code expires. A copy code:
Can be used once, by one person.
Expires seven days after it was created.
Works for anyone signed in to CoVet who has it, so only send it to the person who needs the case.
If you close the panel, you can reopen it to see the same code again until it is used, revoked or expires. Each case has only one active copy code at a time.
Tip: If preparing the copy takes a while, you can close the panel and reopen it later to check for the code.
Revoking a Copy Code
If you sent the code to the wrong person or no longer want to share the case, you can revoke the code before it is used.
Open the case and go to Settings > Copy to / from other account.
Select Revoke.
Confirm in the Revoke copy code? message.
The code stops working immediately and can't be restored. You can then create a new code if you need one. A code can't be revoked once your colleague has started using it.
Using a Copy Code
Select + New Case to create a new, empty case.
Select the Settings icon at the top right of the case page, then select Copy to / from other account.
Select the Use code tab.
Enter or paste the copy code, then select Use copy code.
Wait while CoVet creates your copy. When it's done, the panel closes and the copied case opens.
If the case you started from is still completely empty, CoVet removes it so it doesn't clutter your case list. If you added anything to it, it is kept and the copy opens as a separate case.
If copying takes longer than usual, you'll see a message that your copy is still being created. You can close the panel; the copied case appears in your case list when it's ready.
Note: If a code is invalid, expired, revoked or already used, you'll see the same message: This code is invalid, expired, revoked, already used, or otherwise unavailable. Ask the sender for a new code.
What the Copy Includes
Included in the copy | Not included in the copy |
Case name, case date and patient details | Practice management software links and export history |
Case notes and additional notes | Email delivery status and Client Portal information |
Recordings and their transcripts | Chat, messages and phone calls |
Generated documents | Task assignees and reminders |
Uploaded PDFs, images and dental charts | Team visibility from the original account |
Client handouts attached to the case | Previous Case Activity |
Tasks and checklists, with what was already completed | Source citations on copied summaries |
The copied case belongs to the person who used the code. For Support plan users, the copy is assigned to their team instead. Its Case Activity starts with an entry showing who the case was received from. Copied documents use the recipient's own default export status.
Troubleshooting
Message | What to do |
This case is still being processed. | Wait until every recording, PDF and note in the case has finished processing, then create the copy code. |
This case is too large to copy. | Remove files or content the colleague doesn't need, then try again. |
Too many copy codes have been created recently. | Wait a while, then try again. |
Too many attempts to use a copy code. | Wait a few minutes, then enter the code again. |
Only the current case owner can create a copy code. | Ask the owner of the case to create the code. |
Need help?
If you have any questions, contact us at [email protected].