Reports are picked up for review from the Report Index. The first Hotline Supervisor (or Hotline Super User) to read a Report will be assigned as the reviewer.
When a Report is picked up for review
A workflow event is created in Report History
A red warning box, below the Progress Bar alerts other users who opens the Report that it is in Hotline Review
A grey information box indicates that the Report has been assigned to you for review
Clicking Release returns the Report to the Hotline Queue which allows the Report to be picked up by another Hotline Supervisor.
The next Supervisor who reads the Report becomes the reviewer even if it was the Supervisor who released the Report.
Automatic Release of Reports
Reports are automatically released and returned to the Hotline Queue if no edits are recorded within 15 minutes.
When a Report is auto-released:
A notification appears in the Notifications dropdown at the top of your screen
A popup alerts you that the Report has been Autoreleased from Review. Your options are to:
Click Save & Reclaim to keep assignment of the Report
This saves all unsaved changes
Click Dismiss to close the modal without saving or refreshing the page
While reviewing Reports Hotline Supervisors can:
edit the Report
send the Report back for edits
approve the Report
Hotline Supervisors and Super Users can edit any section of a submitted Report including Report Decision.
Notes for Reviewing / Editing:
A Report can still be edited and approved by any Hotline Supervisor or Super User even while it is in Hotline Review
Changes made by one Supervisor are not automatically visible to the reviewing Supervisor until that Supervisor refreshes the Report page
Hotline Supervisors and Super Users can return a Report for edits.
Click Return for Edits
The RETURN FOR EDITS modal appears
You can optionally reassign the Report to another worker via the autocompleter
The autocompleter shows the current assignee
Enter comments (optional)
Click Return for Edits
The Report returns to an In Progress state
A workflow event is created depending on if the Report was reassigned or not
Workflow event for Return for Edits with Report reassigned
Workflow event for Return for Edits without reassigning Report
A notification appears on the assigned worker’s dashboard
When a user views the Report, a red box appears above the workflow Progress Bar indicating that the Report has been Returned for Edits
Click the link to view Comments
Click Approve
When you Click Approve the Report is validated for errors
Error messages indicate which Report cards do not pass validation (see Report Validations)
Notes:
Unsaved edits do not save on approval
Click save on all cards to save your edits prior to approving the Report
Keep this in mind if approving a Report which another user has open for review
A red warning pill appears if you attempt to Approve a Report that has
been Returned for Edits or Retracted (and has not been re-submitted)
already been Approved by another Supervisor
was Auto-Released to Hotline Queue
Example: If a Report is returned for edits, retracted or approved by another Supervisor while you are viewing it, the above warning pill would appear when you click Approve
A message displays indicating that the Report has been approved
The Report moves to the County Queue if it has a Decision of Screen In or Screen Out
A workflow event is created in Report History
All other Report workflows end as Hotline Approved
A workflow event is created in Report History
Notifications are sent if appropriate (see Hotline Notifications for details)
Participant demographic data is copied to Casebook if appropriate
Participants who are not linked to a Casebook Person will have a Casebook profile created automatically as long as the Participant is not flagged both as ‘Unknown’ and ‘Not Involved’.
Participants who are linked to a Casebook Person will have the following demographic information updated on the existing Casebook Person’s profile.
Aliases
Date of Birth (DOB) & Approximate Ages
Date of Death (DOD)
Gender
Primary and Secondary Language
Social Security Number (SSN)
Phone Number
Primary Address & Other Addresses
Email address
For rules regarding what Participant data is copied to Casebook please see Information Copied to Casebook
Note:
Changes to a Participant's name are copied to their Casebook Person Profile as an Alias.
When a Report is approved by a Hotline Supervisor, retracted from the County Queue and then re-approved, changes to Participants may update the Casebook Person profiles.
If a Report is retracted and a Participant is linked to a different Casebook Person upon Hotline approval:
any updates made to the previously selected Casebook Person are not undone
any changes to the new Casebook profile are updated if they meet the requirements for copying to Casebook
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