Application Portal & Managing Provider Applications

Overview

Application Portal is Casebook's electronic portal that allows organizations to collaborate with external partners that want to be considered as a provider for the organization. Rather than relying on paper forms and manual data entry, Application Portal lets external applicants register for their own account, complete applications online, upload required documents, and track their assigned work all in one place.

Once an application is submitted, staff can manage it through the Access Workload View, which brings together every submitted application along with key details like status, type, and assignee, so nothing gets lost in email threads or paper files. Finally, approved applications become Providers in Track and Application Portal users can be “upgraded” to Provider Portal users for ongoing collaboration between the organization and that Provider.

Benefits

Using the Application Portal helps your organization:

• Cut down on repetitive data entry by moving paper-based processes online.
• Let applicants complete applications, upload documents, and fill out forms at their own convenience.
• Give applicants visibility into their own application or license status without needing to call or email staff.
• Centralize submitted applications in one Workload View for staff to manage in the main platform’s “Access” module.
• Quickly locate specific applications using filters, rather than searching manually.

Before You Begin

Before inviting applicants to use the Application Portal:

• Applicants need your organization's unique registration URL (https://youruniqueurl.casebook.net/register) to create their account.
• Applicants will set up their own password when they register - no staff-side account creation is required.
• Applicants should understand that their application status will update as they progress - for example, an application remains in Draft until they select Submit.
• Staff should be familiar with the Workload View in Access and its filters so they can efficiently locate and manage submitted applications, including reviewing the assignee, type, and date created for each one.
• Understand that approved applications will become Providers in Casebook- at which point, Application Portal users may be upgraded to Provider Portal users.

Invite a Person to Application Portal & Have Them Work on Applications

Application Portal users begin their journey to using Casebook via a unique URL someone at your organization provides them. The URL looks like “https://youruniqueurl.casebook.net/register” where applicants would replace the text “youruniqueurl” with whatever that looks like in a browser address bar for your instance of Casebook. You can also create a user account for applicants via the Admin → Users & teams → Portal users path too.

To Invite an Applicant via the Self-Registration Process & Work on an Application

1. Applicants should be given the unique url to sign up. They will be prompted to sign up and create a password.
2. When an applicant logs in, they are brought to an application page
• Note: As applicants go through the process, the application is labeled based on its status. For example, after they begin to enter information until they submit it for review, it is in Draft.
3. Applicants should enter all the required information on each application page and navigate pages via “Next” and “Back” buttons
4. Applicants can “save” and return to their work at any time. Subsequent log ins to the system will allow them to continue editing their applications.
5. When they are finished filling out the application, applicants can click Submit. Applications lock and are sent for Review by organization staff via the “Access” module.

To Invite an Applicant via the Admin Module

1. Navigate to Admin → Users & teams –> Portal users
2. Click “+” on the screen and select “Add user”
3. Fill out the new user fields and select “Application user” for the “Role” field
4. Finish adding the user - the applicant will then be notified of their new user account where they can then log in and begin their application process

Managing Access to Application Portal

Resend an Application Portal Invitation

If the Application Portal user has already completed account setup, they do not need another invitation. They can sign in directly using their email address and password. If they've forgotten their password, they should use Forgot password? on the sign-in page. If the user has not yet completed the account setup process via the self-registration link, doing so will enable their user account. You can also manually provision their Application Portal user account as described in the preceding sections.

Revoke an Application Portal Invitation

Application Portal users can only be disabled via the Admin module.

1. Navigate to Admin → Users & teams –> Portal users
2. Find the user’s name in the table
3. Click the “Disable” button and follow the prompts to finish disabling the user account

Note: this is where you can also re-enable a portal user account; the disable button will become a “re-enable” button when the account is disabled.

Using the Access Module to Manage Incoming Applications

The Workload View in the Access module enables users to review applications that have been submitted to the system via the Application Portal. Users can find specific applications quickly and easily using filters.

The workload view displays applications along with the following information:

• Name: Each application has a name that the applicant creates.
• Status: displays the application status as it moves through the edit/review/approval lifecycle.
• Type: Indicates the type of provider the applicant is applying as.
• Assignee: Indicates the Casebook user who is assigned to the application.
• Date Created: Indicates the date the application was started.
  

Users can apply filters to the Workload View to help view specific application records. To apply a filter to the Workload View, click on the Filter(s) button in the upper left-hand corner.

Clicking the name of the application opens it for review, and buttons on the right side of the screen appear based on the current status and enable advancement of the application accordingly:

• Draft — The application has been started but has not yet been submitted. The provider can continue entering or editing information before sending it for review.

• Submitted — The application has been completed and formally sent to the receiving agency. It is now waiting for the agency to review or begin processing it.

• In Progress — The receiving agency has started working on or reviewing the submission. The submission has moved beyond simply being received, but a final decision has not yet been made.

• Approved — The agency has reviewed the submission and accepted or approved it. This represents a successful final outcome.

• Denied — The agency has reviewed the submission and declined or denied it. This is also a final outcome.