Workflows Overview

Workflows are a feature to help you plan and track work needed in order to remain in compliance and help workers stay up to date on the priorities needing their attention the soonest. Think of them as lists and tasks.

With workflows you can:

  • Define repeatable processes within your organization or unit.
  • Identify for staff what their assigned responsibilities are.
  • Incorporate a review process into assigned tasks.
  • Target timelines to complete identified processes/tasks.

Workflows can cover the end-to-end process of what happens with a provider, case, or intake. Workflows can also be used to define a process that happens during the life cycle of a record. 

Workflow Examples:

  • Someone contacts our agency and indicates they want to apply to be a child care center. I create a provider with the information during that initial contact. A workflow for the licensing process is triggered by the provider type = child care center. 

  • A licensed foster family reaches out to us and says that would like to work with us (instead of their current supporting agency). A workflow for accepting a new resource family into the agency is manually turned on on the family provider profile 

In both examples, at the end of the workflow, I either have an active provider, daycare (a positive outcome), or a rejected provider, foster family (a negative outcome).

Note: A completed workflow on a record may not be deleted. 

Other types of workflows. Secondary processes may be started and completed multiple times during the lifecycle of a provider. Specific examples:

  • Renewal process

  • Corrective action plan

  • Application to provide additional service or placement type

Workflows are meant to support the variability that comes with the support of agencies with different definitions of what provider management involves. They are a reflection of an organization's repeatable processes in the Casebook Platform. 

For more information on Workflows, check out these articles:

Note: The ability to configure and trigger workflows is available on cb Track and cb Engage. In the future, workflows will be available on all apps in the Casebook Platform: cb Intake and cb Access.