Using Zapier to Create an Intake Report

The Create an Intake Report actions allow you to automatically create intake reports in Casebook from the applications your organization already uses, such as forms hosted on websites, spreadsheets, CRMs, and other systems connected through Zapier. Instead of manually entering information, Zapier can create an intake report as soon as your chosen trigger occurs.

Casebook offers two intake report actions to support different automation needs.

Action	Best For
Create an Intake Report	Automations that require custom fields or multiple people linked to an intake report.
Create an Intake Report (Basic)	Simple automations using standard fields and a single linked person. Works well with Zapier's free plan.

Not sure which action to choose? Use Create an Intake Report (Basic) unless your workflow requires custom fields or multiple people associated with the same intake report.

Before You begin

Before creating your Zap, make sure you have:

Admin access to your Casebook Tenant.
A Zapier account (free or paid, depending on your workflow).
Your Casebook External Application credentials (Client ID, Client Secret, and Casebook URL).
Any custom fields already configured in Casebook.

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

Create Your Zap

Step 1: Create a New Zap

In Zapier, click Create.
Select New Zap.

Step 2: Configure Your Trigger

Choose the application that will start your workflow.

For example:

Google Forms
Jotform
Typeform
Microsoft Forms
Airtable
Your CRM

Zapier will guide you through connecting the application and selecting the appropriate trigger event.

Tip: Test your trigger before continuing to make sure Zapier can retrieve sample data.

Step 3: Add the Casebook Action

Under Action, search for Casebook.
Select one of the following events:

Create an Intake Report
Create an Intake Report (Basic)

Choose the action that best matches your workflow.

Configure Your Intake Report

Option 1: Create an Intake Report (Basic)

Use this action for simple workflows that create an intake report for one linked person using standard Casebook fields.

Map information from your trigger to the appropriate Casebook fields, including:

Standard intake report fields
Status
Assignee
Labels
Decision fields
Additional information

Once your fields are mapped, continue to Test Your Zap.

Option 2: Create an Intake Report

Use this action when your workflow needs to:

Map custom fields
Associate multiple people with a single intake report

Create or Locate People First

Before creating the intake report, you'll typically create or locate the people who should be associated with it.

Add a Create a Person action for each person you want linked to the intake report.
Configure each action by following the instructions in Create a Person Using Zapier.
Each Create Person action returns a Person ID.
Use those Person IDs when configuring the Create an Intake Report action.

Important: The Create a Person actions must run before the Create an Intake Report action. The intake report uses the Person IDs returned from those earlier steps to associate people with the report.

Map Your Intake Report Fields

Map information from your trigger to the appropriate Casebook fields.

In addition to the standard intake report fields, the Create an Intake Report action also supports:

Custom fields
Multiple linked people

Tip: If you've recently added or updated custom fields in Casebook, click Refresh in Zapier before mapping your fields.

Working with Multiple People

If your intake form collects information for multiple people, such as a parent and child, spouses, or members of the same household, you'll need to add one Create a Person action for each possible person.

For example:

Trigger (Google Form submission)
Create Person (Parent)
Create Person (Child)
Create an Intake Report
Map both Person IDs into the intake report

This ensures each person receives their own Casebook record while also being associated with the same intake report.

Tip: Add one Create a Person action for every possible person your form can collect. For example, if your referral form allows users to submit information for two household members, your Zap should include two Create Person actions—even if the second person isn't included in every submission.

Frequently Asked Questions

Which intake report action should I use?

Use Create an Intake Report if your workflow requires custom fields or multiple linked people. Use Create an Intake Report (Basic) for simple automations with one linked person and standard fields.

Will my existing Zap continue to work?

Yes. Existing Zaps will continue to run without interruption. You can upgrade to the newer action whenever you're ready.

Are custom fields supported?

Yes. Custom fields are available when using Create an Intake Report. They aren't supported in Create an Intake Report (Basic).

I added a new custom field. Why don't I see it in Zapier?

Click Refresh within the Zap action to load the latest field configuration from Casebook.

Can I link more than one person to an intake report?

Yes. Create an Intake Report supports linking multiple people to a single intake report. Create an Intake Report (Basic) supports one linked person.

Does this work with Zapier's free plan?

Yes. The Create an Intake Report (Basic) action works with Zapier's free plan. The full Create an Intake Report action requires a paid Zapier plan.