Emailing into a Case, Assessment, or Resource

When you click the email address link a new email message will automatically open. The "To" field on this new message will automatically populate with the email address. You can also "cc" the case/assessment/resource email address when emailing a contact to ensure the communication is accurately recorded in Casebook. 

Anytime an email is sent into Casebook, the assigned worker will receive a notification and an item will be added to the history page.

Emailed Content is stored on the History Page

Once the email is sent, the text from the email and the attachment will populate the history page. Any files emailed into Casebook will also populate the File Uploads card on the related unit of work.

You can toggle the search for "notes" to filter for the message, with attachments, that were sent into Casebook. From here, you may want to use the information in the emailed message to create more formally structured data in Casebook, such as creating a person profile page or adding a relationship.

From the history page, you can return to the main unit of work by clicking on the name of the unit of work in the smart bar. It is a link that will take you back to the previous page.

Helpful Tips for Emailing Units of Work

If you Regularly Email into a Unit of Work

If you find yourself emailing into Casebook regularly, you can save a case/assessment/resource as an email contact in your address book. To do so:

• 1. Right click on the email address in the “To” block of the email and select “Add to Outlook Contacts”

  2. Once the screen below appears, change the “Full Name” to the Case or Assessment name or whatever is meaningful to you. Do the same with the “Display Name”. If you would like to add the link to the page for the unit of work (optional), you can copy it from the Firefox address bar and paste it into the “Web page address” field.

Set up a Distribution List for a group of Units of Work you may be emailing regularly

• 1. Click on the down arrow next to “New” while in the “Contacts” view of Outlook and select “Distribution List”

• 1. Create a name for the Distribution List

• 1. Add members

     1. If you have created a contact for the Unit of Work you would like to add to the list, you can click “Select Members” which will pop up the Outlook Address book. Change the “Address Book” dropdown from “Global Address List” to “Contacts” (this will be at the very bottom of the dropdown). Double click on the contacts you would like add, and then click on the “OK” button when finished.

• 1. Once you have populated your Distribution List with the Units of Work you need, click the “Save & Close”.

Emailing to your Distribution List

Now that you have created these Outlook Contacts, you can send emails to them in a couple of ways

• 1. From the Contacts Menu in Outlook by highlighting the Unit of Work or Distribution List to which you would like to send an email and clicking the “New Message to Contact” button (highlighted below).

• 1. The second option is to start by creating a new email message (or forwarding an existing message), clicking the “To” button at the top of the email, changing the “Address List” dropdown to “Contacts” (at the bottom of the list), double click on the Unit(s) of Work or the Distribution List(s) and click the “OK” button.