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Intake Workload View

The Intake Workload View enables users to access reports that workers have entered into the system. Users can find specific reports quickly and easily using filters.

The Intake Workload View gives supervisors and team members a centralized place to view, organize, and manage intake reports. Whether you're monitoring your team's workload, reviewing newly submitted reports, or helping another staff member manage incoming work, the Intake Workload View makes it easy to find the information you need.

With customizable columns, powerful filtering options, bulk updates, and export capabilities, you can quickly locate reports, monitor their progress, and keep work moving efficiently.

When you open the Intake Workload View, you'll see a list of intake reports along with key information about each report.

Screenshot 2024-12-26 at 2_53_22 PM Understanding the Intake Workload View

The Workload View displays intake reports along with important information that helps you manage work efficiently.

The workload view displays reports along with the following information:

  • Report Name: Each report has a report name that users create.
  • Report Type: The workload view shows which of three types of reports this report is. The three report types are Inquiry, Incident, and Service referral.
  • Report Method/Date: Casebook tracks each report with the date and time that the user created a report, as well as the method that the reporter used to report the incident, such as: Walk in or Email.
  • Report Status: You can find out the status of each report, such as: In Progress or Submitted.
  • Decision: If a screening decision (i.e., Screened In) has been made, you will see it in this section. 
  • Response Time: How long it took to respond to the report.
  • Response Type: The type of response provided.
  • Associated Case(s): Links to one or more cases related to the report.
  • People: People involved in the report.
  • Main Applicant: The person who submitted the report.
  • Referral Source: Where the report came from.
  • Assignee: The person assigned to the report.
  • Created On: When the report was created.
  • Last Updated: The most recent date the report was updated.
  • Submitted Date: When the report was officially submitted.

Filters 

Users can apply filters to the Workload View to help view specific intake reports. To apply a filter to the Workload View, click on the Filter(s) button in the upper left-hand corner.

Note: Multiple filters can be applied at one time. 

Screenshot 2024-11-22 at 6.33.37 PM

How Filters Work

Filters help you find specific reports based on certain criteria. Here's what you need to know:

  • AND Logic: If you apply multiple filters using "AND," the report has to meet all the conditions you set. For example, if you filter by "Report Type: Inquiry" AND "Status: In Progress," only reports that match both of these conditions will appear.
  • OR Logic: If you use "OR" logic, reports that meet any of the conditions you set will show up. So if you filter by "Report Type: Inquiry" OR "Status: In Progress," you’ll see any reports that are either an Inquiry or In Progress.

You can choose either AND or OR logic, but you can’t mix both at the same time.

External Filters vs. Datagrid Filters
There are also two types of filters: External Filters (like "My Work" or "Unassigned") and Datagrid Filters (filters you apply directly to the columns). Here’s how they work together:

  • External Filters: These filters use OR logic. For example, if you select both "My Work" and "Unassigned," the system will show you reports that are either assigned to you or unassigned.
  • Datagrid Filters: If you use these filters after applying External Filters, the system will clear any External Filters you set. It’s best to apply all your filters in one go using the Datagrid to avoid losing your settings.

Tip: If you want to filter by "My Work" and then narrow it down further by report type, apply all the filters using the Datagrid to avoid resetting anything.

How to Apply Filters

  1. Click on the Filters button at the top of the screen.
  2. Select the filters you want to use from the available dropdown lists.
  3. Apply multiple filters to get a more specific view of your reports.

Example: You can filter by Assignee, Report Type, and Report Status all at once to find specific reports your team is working on.

Adding New Intake Records:

You can create a new intake report directly from the Workload View.

  1. Click the + button in the bottom-right corner of the page.
  2. Complete the required intake information.
  3. Save the report.

The new intake report will immediately appear in the Workload View.

Exporting Data from the Intake Workload View

We’ve added Export Functionality to the Intake WLV, allowing you to download your filtered data as a CSV file. This is especially useful for sharing intake data with your team or keeping records of your workload.

How to Export Data:

  1. Apply the filters you need to narrow down the intakes you want to export.
  2. Click the Export button at the top of the Intake WLV.
  3. Your data will be downloaded as a CSV file, which you can open in Excel or any other spreadsheet program.

Bulk Updating Intake Reports

Need to make the same change to multiple intake reports? The Bulk Update feature allows you to update several records at the same time, eliminating the need to open each report individually.

After selecting one or more intake reports, choose Bulk Update to apply supported changes to all selected records in a single action.

How to Bulk Update Intake Reports

Screenshot 2026-08-07 at 9.28.17 AM

  1. Select the checkbox next to each intake report you want to update.
  2. Click Bulk Update.
  3. Under Fields to Include, choose the field you want to update.
  4. Select the new value.
  5. Save your changes.

The selected update is applied to every intake report you selected.

Available Bulk Updates

Depending on your permissions and system configuration, you can update one or more of the following fields.

Field Description
Assignee Assign multiple intake reports to another staff member. This is useful for balancing workloads, covering staff absences, or redistributing new reports.
Access Update the Access settings for multiple intake reports simultaneously, ensuring the appropriate users can view or work with the selected records.

Best Practices

Bulk Update is especially helpful when you need to:

  • Reassign multiple intake reports after staffing changes.
  • Balance work across your team.
  • Update access permissions for several reports.
  • Apply the same administrative update to multiple intake records at once.

Before saving, review your selections carefully. Changes are applied to every selected intake report.

Need Help?

The updated Intake WLV makes it easy to tailor your view and manage intake reports. If you need any assistance, feel free to reach out to our support team at support@casebook.net.