Granular Permissions for Intake Reports: Control Access with Confidence

With Granular Permissions in Intake Reports, you now have precise control over who can view and edit reports—separate from who’s assigned to manage them. This helps protect sensitive data, reduce permission errors, and support your team as it grows.

Casebook now supports record-level access controls for:

✅ Engage Cases
✅ Intake Reports (Beta)
🕓 Coming soon: Provider Records

You can:

• Define exactly who can view or edit an Intake Report, at the individual or team level

• Assign someone to a report without giving them visibility into other reports

• Make bulk updates to access and assignments

  • Assign work without exposing reports to more users than necessary

  • Grant supervisors access to oversee reports without changing the assignee

  • Limit visibility for sensitive reports (e.g., by program or geography)

    Set up and manage teams to streamline permission management.

    

    How It Works

    Granular Permissions introduce a new way to manage visibility in Intake: Access Lists.

    Understanding Access List vs. Assignment

    In Casebook, Access and Assignment now serve two distinct purposes, giving you more control over who can see a report and who is responsible for working on it.

    🔐 Access List = Who Can See or Edit the Report
    The Access List determines who has permission to view or make changes to a report. This can include:

    • Individual users

    • Entire teams (e.g., Program A Staff, Supervisors)

    Users on the Access List can open the report, read its contents, and make updates if they have edit rights.

    Think of this as the list of people allowed “into the room.”

    👤 Assignment = Who Owns the Work
    The Assignee is the single person responsible for taking action on the report. They’ll:

    • Appear as the point of contact or owner

    • Receive notifications and tasks tied to the report

    • Be tracked for accountability

    This is the person expected to do something with the report.

    ✅ Why Separate the Two?
    Previously, assigning someone automatically gave them access. Now, by separating these concepts, you can:

    • Assign work without exposing reports to more users than necessary

    • Grant supervisors access to oversee reports without changing the assignee

    • Limit visibility for sensitive reports (e.g., by program or geography)

    
    

    User	On Access List?	Assigned?	Can View?	Can View?
    Maria (Caseworker)	✅	✅	✅	✅
    Jamal (Supervisor)	✅ (Via Team)	❌	✅	❌
    Riley (Other Team)	❌	❌	❌	❌

    👥 Managing Teams

    Teams are groups of users that can be granted access together.

    • Managed in the Admin Panel → Teams tab

    • Use them to simplify access management

    • Add or remove team members any time

    • Teams currently apply to Person Profiles and Engage Cases, and now Intake Reports (Beta)

    🔒 Tip: Create teams based on roles, departments, or programs for easier scaling.

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    ⚙️ Bulk Access Updates

    Need to change access for multiple reports at once? Use bulk actions in the Intake Workload View to:

    • Filter reports by team, program, or assignee

    • Select multiple reports at once

    • Add or remove users/teams in a single step

    • Replace or clear an assignee

    This saves time, reduces errors, and helps you stay organized.

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    ⚠️ What You Need To Know

    • The report creator is automatically the first assignee and always retains access, even if reassigned later.

    • Assignments don’t guarantee visibility; users must also be on the Access List.

    • Supervisors inherit access to team reports automatically, helping them stay informed without overloading assignments.

    • When an Intake Report is converted to an Engage Case, the access list and assignee carry over automatically.

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    Need Help?

    Need help configuring teams, running a bulk update, or reviewing access? Contact our Support Team we’re here to help.