Engage Workload View

Casebook's Engage Workload view is designed to be a powerful tool that provides a comprehensive way for users to quickly and easily access all cases that are stored in the system.

Supervisors and team members alike can benefit from this easy-to-use interface. Whether you are a supervisor keeping track of your team’s workload, and assigning work, or a team member looking to assist a co-worker, this user-friendly interface offers a seamless experience with multiple filters to assist you.

When you access the Workload View, you’re presented with a comprehensive list of cases that have been entered into the system. Let’s take a look at the key details presented in the Workload View:

• Case Name: Each case is assigned a unique name that your organization creates. This allows you to label your cases in a way that makes sense to your team and workflow.

• Type: This indicates the type of case, helping to categorize cases by the specific services or issues they address.

• Status: Displays whether a case is active (ongoing), inactive (finished or closed), or in any other status defined by your organization. This provides flexibility in tracking the lifecycle of a case according to your workflow.

• County: Identifies the county associated with the case, if relevant. This field can be especially useful for organizations that manage cases across different geographic areas.

• Legacy Case ID: If your organization is transitioning from a previous case management system, this field stores the old system’s case ID, ensuring continuity and easy reference.

• Linked Intake: Shows the intake record connected to the case, providing quick access to the initial information gathered during client intake.

• Assignees: Lists the users responsible for managing the case. Multiple team members can be assigned to a case, allowing for collaborative case management.

• People: Displays the names of the people involved in the case. This could include clients, participants, or other stakeholders.

• Created On: Indicates the date the case was first created in the system.

• Last Updated: Reflects the most recent date on which any changes or updates were made to the case, ensuring that case information remains current.

You can add a new case directly from this workload view by choosing the plus icon in the bottom right-hand corner of the screen. From there, a new screen will appear, asking you to input the necessary details of that case. 

Filters

To make your case search more efficient, use filters to focus on specific cases and exclude unnecessary ones. Simply click on the "Filters" button in the top left corner of the page, then type in the criteria you want to filter by, such as your work, Assignee, Case Name, Type, Status, County, Legacy Case ID, Created On, or Last Updated. Once you've entered your filter, press Enter to apply it instantly.

Ways to use filters: 

• As a supervisor, to gain insight into your team’s workload and monitor the status of cases that are being worked on. This allows you to allocate resources and support your team as needed efficiently.
• As a team member, to identify opportunities where you can assist a colleague with their workload, fostering teamwork and overall efficiency.
• To view your own workload and monitor the status of your assigned cases, helping you stay organized and provide timely resolution of cases.

The multi-select filter option lets you apply multiple filters at the same time, making it easier to narrow down results across different criteria. For example, you can now filter cases by both Labels and People or Linked Intake to refine your search results more effectively.

Using Filters

1. Applying Filters: Click the Filters button in the top left corner and select multiple filters to narrow down your results.
2. Filter Criteria: You can filter by Labels, People, Case Type, Status, County, Assignee, Linked Intake, and more.
3. Hover for Details: When filters are applied, hover over the Filters button to see a popup showing all filters in use. This includes IDs for relationships like Primary Assignee or People, but don’t worry—the correct names will still appear when you open the filter options.

Important Information About Filtering

1. AND vs. OR Logic: You can’t mix AND and OR logic when applying multiple filters. You’ll either have all filters using AND logic (meaning all conditions must be true) or all filters using OR logic (meaning any condition can be true).
   • Example of AND Logic: If you filter by "Case Type: Inquiry" AND "Status: Open," only cases that match both criteria will show.
   • Example of OR Logic: If you filter by "Case Type: Inquiry" OR "Status: Open," cases that meet either condition will show.
2. External Filters and Datagrid Filters: If you use external filters like "Only My Work" or "Unassigned," these will be cleared when you start applying Datagrid filters.
   • Tip: If you want to filter for "Only My Work" and a specific case type, use the filters within Datagrid to avoid losing your selections.
3. Mixed Logic in External Filters: External filters in Engage are designed to help you quickly find the work you need. For example, if you select "My Work" or "Unassigned," the system will show you anything that matches either of those options, giving you a broader view of your cases. If you also choose "Hide Closed," it works alongside those filters to show only the cases that are still open and active. This makes it easy to focus on what needs your attention without getting overwhelmed by unnecessary information.

Start optimizing your workload today by exploring the Engage Workload View! If you have any questions or feedback, don’t hesitate to contact our support team at support@casebook.net. We’re here to help.