Reporting FAQ

Forms Reporting FAQ

Can I create my own custom age groupings, such as “0-11 months”, “12-29 months”, etc.? 

No, it is not currently possible. To get a little bit technical, the IF() function within cb Reporting requires that inputs and outputs be the same type of data. Since age is stored within Casebook as a number, the output must be a number. That is a different type of data than human-readable name like “0-11 months” which is stored as text.

Why are reports showing a different time? 

In the Casebook platform, all times in Reporting are stored in UTC Time Zone. To convert UTC to your local time zone, please visit https://savvytime.com/converter/. Alternately, you are can convert UTC into your local time zone in Microsoft Excel with the formula, =A2+ (x/24) with x being the delta in hours between the time zones and 24 being the hours in a day. This formula can be applied universally in every time zone conversion. 


Example: 
  1. Calculate the delta in the two time zones you are wanting to convert. To convert Pacific Standard Time to Eastern Standard Time, the delta is 3 hours. 
  2.  Using the formula =A2+ (x/24), with x being 3, you can convert PST to EST in Microsoft Excel. 

We have, for example, ten potential options to choose from for this drop-down menu. Why do I see only, for example, two options when I filter in the cb Reporting visualization? 


When data is selected in a drop-down menu or entered in a text field, it then is added to the reporting database. So all possible options for a dropdown menu will not appear in reporting only the ones that are selected by a user on a record at least one time. 

How much time passes between when I enter data in a field or select data in a field and when it shows up in cb Reporting? 

    • Data from Forms is updated once a day around 8 pm ET.
    • All other data entered in Casebook is updated within 30 minutes of being saved in a business application.

Why are so many fields appearing twice? 


One-to-many relationships are the most common type in relational database design (versus one-to-one or many-to-many relationships). Casebook includes one to many relationships that describe the complexity of work done on a case. A client on a case may have multiple involvements on a case, expressed as multiple involvement records. A case for a family will have multiple people on a case or multiple services that a client may be enrolled in.  It can be thought of as displaying one row for each variation of the information that has been stored historically.  The value of this type of database structure is that it can enable a more insightful and powerful analysis to be conducted over time as it captures the history and allows you to study what happened when.

Reporting database lists out the one-to-many relationships (rather than aggregating data values into one cell) to support sorting and searching within the dataset. Where possible, we are creating smaller tables to support distinct counts of items in the reporting database or summing up numerical values and other operations. 

Take for example:

ABC Services has a caseworker named Yolanda Gutierrez who is assigned as the lead social worker on the McGonigle family case.  Yolanda is supported by her co-worker Leticia, a life skills specialist, who is also assigned to support the family.

Two clients are in different phases of the programs offered.

  • Cerys McGonigle has completed the Intake & Assessment phases (involvement types) and is now in a “Service Delivery” involvement.
  • Patrick McGonigle is still being Assessed but has completed the Intake phase.

In cb Reporting, when you pull a Current Involvement Report you should expect to see the following rows:

Case Name Assignee Client Name Current Involvement Type
McGonigle Case Yolanda Gutierrez Cerys McGonigle Service Delivery
McGonigle Case Leticia Morin Cerys McGonigle Service Delivery
McGonigle Case Yolanda Gutierrez Patrick McGonigle Assessment
McGonigle Case Leticia Morin Patrick McGonigle Assessment

 

In cb Reporting, when you pull a Case Involvements Report you should expect to see the following rows:

Case Name Assignee Client Name Current Involvement Type
McGonigle Case Yolanda Gutierrez Cerys McGonigle Service Delivery
McGonigle Case Yolanda Gutierrez Cerys McGonigle Intake
McGonigle Case Yolanda Gutierrez Cerys McGonigle Assessment
McGonigle Case Leticia Morin Cerys McGonigle Service Delivery
McGonigle Case Leticia Morin Cerys McGonigle Intake
McGonigle Case Leticia Morin Cerys McGonigle Assessment
McGonigle Case Yolanda Gutierrez Patrick McGonigle Intake
McGonigle Case Yolanda Gutierrez Patrick McGonigle Assessment
McGonigle Case Leticia Morin Patrick McGonigle Intake
McGonigle Case Leticia Morin Patrick McGonigle Assessment

For more information on this, check out this article.

What dynamic field types will be represented in Reporting?


Any dynamic fields added to a case or added to a person profile are now available in cb Reporting. Dynamic fields entered on a case are available on case_involvements view and cases view. Dynamic fields entered on a person are available on people view. 

What if I want to count items on a case? 


Pull fields from the cases view to create a data grid wherein you can count items associated with a case. The cases view includes the following fields plus any dynamic fields that are populated. 

  • case_name
  • case_description
  • case_type
  • case_status
  • parent_case_status
  • county
  • goals
  • primary_assignee
  • primary_assignee_email
  • primary_assignee_phone
  • date_inactive_status (created field detailed in this ticket 179997647)
  • legacy_id
  • case_id
  • user_id
  • created_at
  • tenant_id

Forms Reporting FAQ

How do I tell what data was entered in the previous form or the new version of the form I just published? 

All form data appears in one table. The table will include a column, form_version_number. The more recent form versions have the highest number. For example, let’s say a form template is published. Then changes are made to the form template and it is published again one time. Users fill out data in both versions of the form, before and after updating. The data entered in the form will appear in that table for two versions of the form. In some rows, the value for form_version_number is 1 and in some rows, the value for form_version_number is 2. Screen Shot 2021-11-30 at 1.01.02 PM

What happens if I change the name of a form? 

If a user forks a form, (creates a new version) and changes the name of the form, the form name will be updated in cb Reporting. When a user opens up cb Reporting, clicks on tables, the users should see the new name. Words in the form title are linked together with underscores.

What happens if I change the label of a form component? 

A form component may be a text field or a select component. If a user changes the label, saves that label, and republishes the form, that change will not be reflected in cb Reporting. cb Reporting will still show the previous name. This is a forthcoming feature.

What happens if I add more form components to a form and then publish a new version? 

The new data entered/selected in new form components will appear in new columns at the end of the table. Recommendation: make the form labels descriptive. For example: if you decide to update a form and add e-mail addresses for clients and for caseworkers, then the field labels should be Client e-mail address and Caseworker e-mail address to distinguish them in the form reporting table. 

When does this information get updated in reporting? 

One time per day, ~7 or 8 am ET (depending on daylight savings time) the data for submitted forms will be refreshed.