Optional Service Note Linking

Overview

Casebook’s Optional Service Note Linking feature gives your organization greater control over how service notes are shared across multiple service enrollments improving data security and clarity for both frontline workers and administrators.

In the past, when a user created a service note for a person enrolled in multiple services, that note automatically appeared across all related enrollments. While this made information widely accessible, it also introduced potential privacy concerns for high-compliance teams.

Now, with the System Preference for Service Note Linking, admins can decide whether notes link automatically or only to the originating case helping your team maintain the right balance between collaboration and confidentiality.

🌟 Why This Matters

This update empowers both administrators and caseworkers by aligning flexibility with privacy.

With this feature, your organization can:

🔒 Protect client confidentiality – Prevent notes from showing on unrelated cases while still giving authorized users access.
⚙️ Customize your workflow – Choose how notes are linked by default: automatically or manually.
🧭 Reduce confusion – Caseworkers always know where their notes will appear.
📈 Increase operational confidence – Teams can document safely without worrying about overexposure of client data.

This feature is especially valuable for organizations managing clients who participate in multiple programs or services, where visibility must be intentional and compliant.

⚙️ How It Works

When an administrator enables this setting, Casebook updates how service notes behave for all users.

You’ll find the setting here:

Admin → Settings → Default Selection for Service Note Linkages

🔁 When the Toggle Is Enabled

• Service notes automatically link to all active, matching service enrollments for the same person and service.

• Users can deselect any enrollments they don’t want to include before saving the note.

• This ensures notes appear where relevant but still gives users control.

🚫 When the Toggle Is Disabled

• Notes only link to the enrollment on the current case by default.

• Users can still manually select other eligible enrollments to include.

• This option is ideal for teams that prioritize strict visibility boundaries.

Example:
If a person is enrolled in two active “Job Readiness” programs and a user adds a note in one of them, the note can be linked to both enrollments but only if allowed by your organization’s configuration.

👥 Who Can Manage This Setting

Only users with Admin permissions can adjust this system preference.
The toggle applies at the tenant level, meaning the setting affects how notes behave for everyone in your organization.

🧭 Common Scenarios

Scenario 1 – “My note showed up on multiple cases.”
→ Check if your admin has auto-linking enabled. When enabled, all matching enrollments are linked by default.

Scenario 2 – “A note didn’t appear where I expected.”
→ Auto-linking may be disabled, or the user didn’t manually select other enrollments during note creation.

Scenario 3 – “I’m seeing notes I didn’t create.”
→ This may occur if the person is enrolled in multiple services and the note is linked to shared enrollments that you have access to.

📘 Frequently Asked Questions

• What does the Optional Service Note Linking setting do?
  This setting lets administrators control whether service notes are automatically linked to all matching service enrollments for the same person and service. When it’s turned off, notes will only appear on the current case unless the user manually adds others.
• Where can I find this setting?
  The setting is available under Admin → Settings → Default Selection for Service Note Linkages. From here, admins can toggle auto-linking on or off for the entire organization.
• Does this change affect existing notes?
  No. The change only applies to new notes created after the feature is enabled. Existing notes and their linkages remain exactly the same.
• Who can change this setting?
  Only users with Admin permissions can adjust the setting. It’s a tenant-level control, meaning the change applies to everyone in the organization once updated.
• Can users still decide where notes are linked?
  Yes. Even if automatic linking is disabled, users can manually select which service enrollments they want to associate with the note before saving it.
• Why didn’t my note appear on another case I expected to see it on?
  If the note doesn’t appear on another case, it’s likely because your organization has disabled auto-linking or the user who created the note didn’t select the additional enrollments when saving. Notes only appear where they are explicitly linked.
• Can I control which users have access to this feature?
  No. This is a system-wide preference. Once the toggle is enabled or disabled, the behavior applies to all users across the organization.