On this page, you will find a list of Frequently Asked Questions that have been submitted by workers. It is sorted by subject matter. If you do not want to scroll through the whole list, or don't see your question, please type the subject of your question in the search box above.
If there is something you are looking for that isn't here yet, or something that should be changed, email us at helpresources@casecommons.org. To report a bug or send in other types of feedback, email the help desk using the help link in the application.
Data Conversion
As of July 30, 2012, files are currently in the process of being converted into Casebook and should be attached to related units of work. Thumbnails related to these files will continue to come into Casebook over the course of July and potentially into August.
If you are wondering whether you should create a new plan, tool, or attachment, please consult your functional team member.
If you feel your data has not populated correctly, send a picture and a link to the DCS help desk using the help link in Casebook. Data conversion issues MUST be logged through the help desk.
Data entered before 01/01/2008 will come over as one merged historical data pdf that is attached to the case. All data entered after 01/01/2008 will come over as editable and searchable data, populating the correct fields on units of work in Casebook.
Working in Casebook
I work in a county in Central time, how should I enter time into Casebook?
All times need to be entered in your primary office’s time zone. Casebook shows your time zone on your user profile card on your person profile page.
How do I view my closed assessments or cases?
Right now, you can find closed units of work by using the universal search. In the future, a feature currently in development will make it easier for workers to view their closed units of work.
How will a county monitor the unassigned list when a supervisor is on vacation?
If you need to monitor the unassigned list, you can do so by viewing your supervisor's dashboard. From there, you will be able to access the unassigned tab. For more information about viewing another person's dashboard, click here.
I'm not assigned to the right team/manager in Casebook. How do I change this?
Workers can change their assigned supervisor and county from their User Profile Page. When you sign in, go to your user profile page. On the edit screen of the User Account card, you will be able to change your supervisor and county. For more information about the User Profile Page, click here.
How do I make the font bigger in Casebook?
When looking at Casebook in Firefox, click (Ctrl) + (+). This will enlarge everything displayed in the browser. To decrease the size, click (Ctrl) + (-). To return to the default size, click (Ctrl) + (0).
How do you indicate that someone else, other than the assigned FCM, created a note or entered a contact on a unit of work?
As a worker, you can enter notes and contacts for any piece of work. On the history page, note and contact cards display who created the note or contact. Other changes made to units of work are tracked on the back end of Casebook.
How do you delete notifications?
On the Dashboard, locate the Notifications section on the right hand side. Hover the mouse over a notification and click the X in the corner that appears. For more information about notifications, click here.
What is the easiest way to get back to the main case or assessment page?
Depending on where you are, there are several ways you can return to a main case or assessment page. From the dashboard, right click the name of any case or assessment and open it in a new tab. From any page, click the “My Work” tab in the Universal Navigation bar. From a blue edit screen, the name of the Assessment/Case is located on the left hand side of the screen and if clicked will return you to the main assessment or case page of the work.
Where do I find the Notice of Availability, Consent to Interview, Family Support, or Community Service Plan form?
Currently, these forms are found by clicking on the Forms button located on the name bar and selecting All DCS Forms and then searching for the forms you want. Click Printing Forms to see how to navigate forms within Casebook.
How do I log a feature request?
As you are working through Casebook, you will notice that most of your feedback will fall into three categories: Bugs, Features Requests and Questions. All feedback can be submitted through the help link in the top right corner of any page in Casebook. Examples of each type of feedback are:
A bug is when you recognize that something in Casebook seems not to be working and you’re reporting the problem.
A feature request is when something that you would like Casebook to have is not yet present or if you want something to work differently than it does.
A question is just that, a question you would like to have answered.
Assessments
Can I print the 310 form from Casebook?
No, you can print the 310 from Intake. All workers who previously had access to Intake should continue to have access to Intake. If you are having trouble accessing Intake, reset the password, or send in a ticket.
How do I enter required information for an unknown perpetrator?
Sometimes, an allegation will come over from Intake with an unknown perp. However, required demographic information can only be entered in Casebook for known people. To enter information for an unknown perpetrator, workers will need to create an exception for the information requirement before submitting the assessment. To do this, click the red exclamation point next to the allegation in the Allegations, Mandated Reasons, and Intake Narratives card. For more information about creating an exception, click here.
Can allegations be deleted?
Yes, allegations added by the FCM can be deleted from the Allegations, Mandated Reasons, and Intake Narratives card. Allegations that have come over from Intake cannot be deleted. For information on how to delete an allegation, click here.
How is an assessment put into the restricted state?
Assessments are restricted by clicking the "Edit" link next to the main Assessment title found at the top of the page. For more information on Restricting an Assessment, click here.
What is the approval process for fatality assessments?
Fatality or near-fatality Assessments go through a three step approval process. A worker submits to their supervisor, the supervisor endorses to Central Office, and Central office approves. For the complete workflow on fatality/near-fatality assessments, click here.
Can an incorrect assessment be deleted?
There are two reasons an assessment can be deleted: if it was entered in error or if it a duplicate of another assessment. To delete an assessment, click Withdraw Assessment from the Actions menu in the top right hand corner of the assessment. For more information on Withdrawing an Assessment, click here.
Can a retracted assessment be undone?
No, retractions are final and cannot be undone.
Cases
How do you navigate between the sections of a case plan?
Workers cannot navigate around the case plan using the progress bar. Once the case plan has been saved, workers can easily navigate between the sections on the edit screen. For more information about working in the case plan, click here.
How do you print a case plan?
To print a case plan, open the plan you want to print (listed on the Plans and Tools card), click the "Forms" button on the right hand side of the Case Plan page and then click All DCS Forms and select the case plan to print.
Where do you record that a judge has approved or denied an IA plan?
Once the IA Plan has been submitted to your supervisor and accepted, it will progress to "In Court Review". In this state, workers can open the IA Plan, edit the Effective Date card and enter the relevant court information. For more information about IA Plans, go to Informal Adjustment (IA) Plan.
How do you delete a court hearing?
A Court Hearing can be deleted in the following way: click the "History" button on the top right hand side of the page and go to Court Hearings; click the "See More" button on the court hearing you want to delete; click the "Action" button and press delete. You will be asked if you are sure you want to delete as a safety precaution. For more information about creating court hearings, click here; for more information about editing court hearings, click here.
How do you add income?
All information about income is entered on a person profile page on the Employment and Finances card. Information about earned and unearned income, assets, and expenses as ongoing income can be entered at any time. Eligibility month income should be entered when an eligibility application is created and case workers receive a notification. For more information about entering income, click here.
How do I enter education information for a child if the school s/he is attending isn’t listed in the autocompleter?
Information about a child’s school can be entered on the Education card on their person profile page. The autocompleter is filled with a list of schools from the DOE and also has options for home schooling. If the school is not listed, click the “The school I’m looking for is not listed” link at the bottom of the autocompleter box. From there, Casebook will display “School not listed” in the autocompleter and prompt you to enter the school’s name and address.
Households and Addresses
How do I add a new address or change the address for a household?
Click edit on the Family Network card from a person profile page. Click the Edit tab on the household you want to add a new address to and select radio button to add a new or previous address. For more information about adding an address for a household, click here.
How do I change the current address for an individual?
A person's address can change for several reasons -- they can move (have a change in household address), they can go to camp or be in an extended stay at a hospital (an Other Location), or be removed and placed with a resource (a removal episode). Each of these situations will change the Current Location on the person's Address card. For more information about editing a household address, click here; for more information about Other Locations, click here; for more information about removal episodes, click here.
How do I edit a household?
Households can be edited to change the membership or the associated address. Households can be edited from the blue edit screen of the Family Network card from any Person Profile page. For more information about editing a household, click here.
How do I delete a household?
Households and household membership should only be deleted if information was entered in error. If a household moves or a member leaves the household, the new information should be entered and the old information should remain. For more information about deleting a household, click here.
Remove an individual from a household?
Individuals should be removed from a household only when they leave the household or move to a new address apart from the other members of the household. For example, if a child has been adopted and will not be reunited with their family; a child in a removal episode should not be removed from the household. For more information about removing an individual from a household, click here.
Should I change a child's household when they are in an open removal episode?
No, until a child is legally adopted their primary household should remain what it was at the time the child was legally removed. If the child is placed with a Foster Family Resource, relationships can be created between the members of the foster family and the child.
Licensing
Can I delete checklists?
No, currently you are unable to delete checklists added to a resource.
How do I find Relative Placements?
In Casebook, there is not a separate type of Foster Family home for Relatives. To indicate a placement is a relative placement for a child, select the appropriate relationship type between the child and foster family in the placement flow.