Skip to content
  • There are no suggestions because the search field is empty.

How to Create a Case in Casebook Using Zapier

This guide shows you how to automatically create cases in Casebook from other systems using Zapier's Create a Case action, including every case field you can map.

The Create a Case action allows you to automatically create Casebook cases from the apps your organization already uses, such as online forms, spreadsheets, CRMs, and other systems connected through Zapier. Instead of manually entering referral or client information, Zapier can create a new case in Casebook as soon as your chosen trigger occurs.

When setting up your Zap, you can map the information you want to include in the case, such as the case name, type, status, assignee, labels, goals, and other supported case fields. This helps ensure your team has the information they need from the moment the case is created.

Before You Begin

You'll need:

  • A Zapier account
  • Admin access to your Casebook tenant
  • A configured Casebook External Application (Client ID, Client Secret, and Casebook URL)
  • Any custom fields you want to map already created in Casebook

If you haven't connected Casebook to Zapier yet, see Integrate Casebook with Zapier.

Set Up the Create a Case Action

Step 1: Connect Your Casebook Account

In Zapier:

  1. Create a new Zap.
  2. Choose your trigger app and event.
  3. Add Casebook as the action app.
  4. Select Create a Case as the action.
  5. When prompted, sign in using the Casebook details you copied in the previous step.

Once connected, Zapier will be able to create cases in your Casebook organization.

Step 2: Choose What Starts Your Zap

Select the app and event that should create a new case in Casebook.

Common examples include:

  • A new online form submission
  • A new spreadsheet row
  • A new CRM record
  • A new referral submitted through another application

Whenever the selected trigger occurs, Zapier will automatically create a new case in Casebook.

Step 3: Map Your Case Information

Map the information from your trigger to the corresponding Casebook fields. The Create a Case action supports all standard case fields, allowing you to capture the information your team needs when the case is created.

Take a moment to review your field mappings to ensure each piece of information is being sent to the correct location in Casebook.

Field Required? Notes
Name Yes The case name
Type Yes Must match a case type configured in your Casebook tenant
Status Yes Select from your tenant's configured case statuses
Goals Yes Free text describing the case goals
County No Free text
Legacy Case ID No Useful if migrating case references from another system
Assignee No Sets the case's primary assignee; must match an existing Casebook user
Labels No You can apply one or more labels configured in your tenant

 

Note: Fields marked "Dynamic" (Type, Status, Assignee, Labels) pull their available options live from your Casebook tenant's configuration, so you'll always see your organization's actual case types, statuses, users, and labels to choose from.

Step 4: Test Your Zap

Before turning on your Zap, run a test to make sure everything is working as expected. Zapier will send a sample case to Casebook using the field mappings you configured. After the test completes, open Casebook and confirm that the case was created with the correct information.

Step 5: Turn On Your Zap

Once you've confirmed your test was successful, turn on your Zap. From this point forward, every time your trigger event occurs, Zapier will automatically create a new case in Casebook.

Step 6: Verify Your Case

After your Zap runs, navigate to Cases in Casebook and confirm that:

  • The case was created successfully.
  • The mapped information appears in the correct fields.
  • Any assigned staff members, labels, or other details were applied as expected.

Cases created through Zapier are available immediately to users with permission to access them.

Frequently Asked Questions

What information can I map when creating a case?

You can map all supported Casebook case fields, including the case name, type, status, goals, county, legacy case ID, primary assignee, labels, and any custom fields you've configured in your Casebook tenant.

Can I use custom fields with the Create a Case action?

Yes. Any custom fields you want to populate must already exist in your Casebook tenant before you configure your Zap. Once they're available in Casebook, you can map them in the Create a Case action.

Can Zapier assign a case to a staff member?

Yes. You can map the Assignee field to assign the case to an existing Casebook user. The selected value must match a user in your Casebook tenant.

Why don't I see the case type, status, or label I need?

The Type, Status, Assignee, and Labels fields are populated directly from your Casebook tenant. If a value isn't available in Zapier, verify that it exists in Casebook and refresh the field in Zapier if necessary.

Does creating a case also create or link a person?

No. The Create a Case action only creates a case. If your workflow also needs to create a person, use the Create a Person action first, then create the case in a separate Zapier action if appropriate.

When will my case appear in Casebook?

Cases created through Zapier are available immediately after the Zap runs successfully. Users with permission to access the case can begin working with it right away.

Do I need to test my Zap before turning it on?

Yes. Running a test allows you to verify that your field mappings are correct and that the case is created as expected before your automation begins processing live data.

Can I create cases from any Zapier trigger?

Yes. You can use any Zapier-supported trigger that provides the information needed to populate the required Casebook fields. Common examples include online forms, spreadsheets, CRM records, and referral systems.