Glossary

A | B | C | D | E | F | G | H | I | J | K | L | M | N | O | P | Q | R | S | T | U | V | W  | X | Y | Z

A

Access

Access is a feature on the Casebook platform that allows non-Casebook users to apply for different service provider roles. 

• • Example: Individuals who are applying to become foster parents or volunteers.  Prospective partner agencies that would like to apply to partner with an organization that has a standardized application process.

Admin

Admin is a toolkit within Casebook specifically designed for administrators. It supports user management,  permissions, feature configuration, form building and publication, integration, and security setup. 

Application Portal User

Application Portal Users are users that have been invited to apply to become a service provider at an agency. These users receive access from an Administrator inviting them to Access via Admin.  

Assignee 

In Casebook, assignees are individuals that are responsible for handling specific intakes, cases, or (in select settings) providers. When assignees are added to an intake or case, they are considered responsible for the work done within that record. As a result, these intakes, cases, and providers will be visible on their home dashboard once they log into the system, and they will receive notifications when certain actions are taken on those records.  

 

B

Beta

Beta is a term used in product development to indicate that a feature or service is newly released and contains core functionality, but may not yet include all advanced capabilities. 

C

Configurable Field(s)

A field in Casebook is a data property that lets a user enter data with a dropdown list.  Administrators can change or update the set of values to fit the needs of the organization. 

Custom Reports

Custom reports are personalized reports created for your organization. You can create them from scratch or clone pre-built reports. They provide tailored insights and data analysis to meet your specific needs. You can build one or more custom reports and save them into a Dashboard in Reporting.

D 

Data Filters

A data filter is a tool that helps you sort through a table of information and only shows the rows that meet certain conditions. It allows you to exclude or filter out rows that don't have any value or information for a specific field. This helps you focus on the data that is important to you and makes it easier to understand and analyze the information you need.

• • Example: Assignee filter in the Cases Summary 

Data

In the Admin toolkit, this section allows you to import historical data into People, Cases, or Providers in Casebook.

Dynamic Field(s)

A dynamic field is a custom property that you can hide, rename, or add to a Person record, or rename and add to a Case record, to enable greater customization of data collection for your organization’s needs.   to.

• • Example: A field in case details, County, can be renamed to Neighborhood.  Military status can be hidden from view in the Person Profile.  You can add a new Radio Button field to allow users to track a yes/no question.

Dynamic Section(s) 

Dynamic sections are a way to organize fields (“properties”) into groups with custom labels.   You can add new fields and remove existing fields from a Dynamic Section, and drag and drop them into the layout you desire.

• • Example: Military status can be hidden from view in the Person Profile. You can add a new Radio Button to allow users to track a yes/no question. 

Dashboard 

A reporting dashboard is a reporting visualization that displays multiple prebuilt and custom reports in a clear and organized way.

• • Example: the Intake Summary dashboard contains multiple reports about your Intake activity in Casebook, such as the number of intakes created, the number of cases created from intakes, statistics about decision outcomes, report types, etc.

E

External Applications

External Applications allow organizations to register a third-party application they wish to integrate with Casebook. Registering the application will allow access to certain parts of Casebook so they can work together more easily.   

• • Example: Zapier is an external application that allows administrators to connect Casebook and other systems in order to exchange data.  A customer using Jotform could publish a Jotform on their organization's website, and the submissions will create a new Intake and Person record in Casebook.

F

Field(s) (see configurable fields) 

Fields are data entry points and capture data of different structures (dropdown, radio button, free text, etc.) for use across Casebook’s applications. 

Forms

Forms are custom data collection tools that administrators can build and publish to digitize select paper forms and make them available to users in different apps like Intake, Engage, and Track.

• • PDF Forms: PDF documents can be uploaded in the Form Builder, and administrators can build form components (form-specific fields) to enable data entry.

• • Web-Based Forms: Forms made directly within the Casebook form builder. 

G

Global Search

The global search enables users to find and access information of interest quickly.  Users can search for people, intakes, cases, and providers. 

H

No glossary items.

I

Incident

A problem that occurred regarding a client.  Incident Reports are supported in Intake.

• Examples: There was a broken step on the stairway at a daycare center, and a child fell over it.  A client had an incident with law enforcement that may require a change of support.

Involvement

Involvements track the periods during which a client participates in one or more programs. They record the duration of participation and can be used to monitor client progress.  A client can participate in one or more involvements at a time.

J

No glossary items.

K

No glossary items.

L

License

A License represents the official credentials granted to a provider, authorizing them to deliver specific services.

• • Example: A daycare in Ohio can take care of small children because they have a license to do so from the state of Ohio.

License Conditions

A set of conditions that are associated with the provider license. They include:

• Gender (the sex of the children for whom the license is for)
• Minimum & Maximum age (the lowest and highest age range the provider is licensed for)
• Other Conditions (any other conditions/considerations that must be met for maintaining a license) 

• • Examples: A daycare can only take children ages two through five because that is whom they are licensed to care for. Or a foster family only takes girls because they only want girls. 

M

Multi-Factor Authentication

Multi-Factor Authentication, or MFA, is a security method that requires users to provide multiple forms of verification, such as a password and a unique code sent to their mobile device, in order to access their Casebook account. 

N

No glossary items.

O

No glossary items.

P

Parent Organization

A type of provider that is an umbrella organization. It manages one or more providers underneath it.

• • Example: A non-profit organization that manages five different daycare centers

Pre-built Reports

Pre-built Reports are curated reports that come ready-made in Casebook, covering common use cases such as intake activity, provider tracking, and case outcomes. They are available to all users without any additional configuration. 

• • Example: Providers Summary can help you track your providers, their license status, and more. 

Provider

A Provider in Casebook is a record of an individual or organization that provides services, grants, referrals, or other support. Providers are managed in the Track application. 

• • Examples: Daycare, Nursing Home, Foster Family, Volunteer.

Portal User

Portal Users have accounts granting them limited access to Casebook to complete tasks and forms.  

• • Application Portal User: An Application Portal User can gain access to a limited form of Casebook by receiving an invite to fill out an application through the Access Application for approval.
    • • Example: A married couple applying to be foster parents, a group of people applying to run their own daycare center to a licensing agency.

• • Provider Portal User: A Provider Portal User is invited to the limited form of Casebook by a Casebook user and can complete forms and tasks that are manually created and assigned to them by a Casebook user through the Access Application. 

Q

No glossary items.

R

Relationships

Relationships in Casebook allow users to link two Person records together to reflect real-world connections, such as family members, guardians, or support contacts. Once linked, connected individuals are visible across both Person profiles and shared cases.

• Example: Martha H is the grandmother of Cherry H.  By adding a relationship between these two person profiles, a user will see Cherry listed on Martha’s profile and any case, and the same will happen for Martha and Cherry.

Roles

Roles allow various types of users in the Casebook application to have different permissions based on their job functions.  

Rostering

Rostering is a feature in Casebook that, when enabled on a service, automatically adds all actively enrolled clients to a Service Note each time a new Service Note is created for that service.

S

Services

Services are the discrete units of support or assistance that an organization provides to individuals or families. Services must be listed in the Track application and attached to each Provider that offers the service.  Each client should be enrolled in the specific service offered by the Provider that they are receiving, whether you or a partner provide this activity. 

• • Example: The services that a daycare would provide might include childcare services.

T 

Tasks

Tasks in Casebook are a helpful feature that organizations can use to improve their workflow management. Users can assign and track units of work both within the organization and with external parties, making it easier to manage various tasks efficiently. 

Terms of Service

The Terms of Service are the rules and guidelines that define how users may use Casebook. They outline user expectations, platform regulations, and user obligations. It is important to read the Terms of Service before using Casebook to understand what is expected of you and what you can expect from the platform.

Track

Track is a Casebook application that allows users to add, view, and manage provider profiles, including information about services offered, staff, and notes.

 

U

Users

Users are individuals who have login credentials to work inside of Casebook. 

 

V

Volunteer 

Volunteers in the Casebook platform are able to log into Casebook to support the needs of your staff for up to five hours a week.  

Visualizations

Visualizations are the charts, graphs, and other visual formats used to display reporting data in Casebook's Reporting module, making it easier to interpret trends and outcomes. 

VOCA

VOCA (Victims of Crime Act) in Casebook is a feature that allows users to generate reports specifically focused on services provided to victims of crime, supporting compliance with federal VOCA funding requirements. 

 

W

Workflows

Workflows Workflows allow admins to build and streamline a structured sequence of steps and tasks that need to be completed to progress or conclude a business process.  

Workload View 

The Workload View is a display on each application's home page that will show all intakes, cases, people, or providers available. Users can filter and navigate through the workload to find their desired set of information. 

X

No glossary items.

Y

No glossary items.

Z

No glossary items.