Admin Features Overview

In order to access all admin features within CS Care, admin access is required at the application level. Please reach out to your sys admin to request this access if required.

CS Care Admin Features

Access admin features in CS Care by navigating to a project and clicking "Settings" in the sidebar.

Navigation

• Sidebar Menu:

  • Overview

  • Cases

  • My Calendar

  • My Team (admin only)

  • Contributors (admin only)

  • Project Files (project manager only)

  • Settings

1. Overview Dashboard

Features:

• Statistics Tabs:

  • Project-level statistics

  • Organization-level statistics

  • User-level statistics

• Statistics Cards:

  • Total Cases

  • Unassigned Cases (with open/closed breakdown)

  • Assigned Cases (with open/closed breakdown)

  • Closed Cases (with unassigned/assigned breakdown)

• My Recent Cases:

  • Table of your recently viewed/worked cases

  • Quick access to recent work

• My Team (admin only):

  • Quick view of team members

  • Link to full team management

How to Use:

1. Toggle between Project, My Organization, and Me to view a variation of the case count breakdown/

2. My Team Management

Permissions: Requires canManageRoles(user) permission

Features:

• View all organization team members in the project

• Add new users to the project

• Edit user roles and permissions

• Remove users from the project

• View deleted users with assigned cases

How to Use:

1. View Team Members

   • Navigate to My Team

   • See list of all users

   • Filter and search users

   • See their roles and assigned cases

2. Add User

   • Click "Add New Member" button

   • Search for user by email/name

   • Select user from the results

   • Assign project role (user, admin, or custom role)

   • Click "Add User" to save

3. Edit User

   • Click on a user

   • Update project role

   • Save changes

4. Remove User

   • Click on a user

   • Click the trashcan to "Delete"

   • Confirm removal

   • User will be marked as deleted but cases remain assigned

Note: Users with assigned cases will show a warning badge. Handle their cases before removing them.

3. Contributors Management

Permissions: Requires canManageRoles(user) permission

Purpose: Manage external contributors who can create cases but don't have full project access.

How to Use:

1. View Contributors

   • Navigate to Contributors page

   • See list of all contributors

2. Add Contributor

   • Click "Add Contributor"

   • Select contributers organzation

   • Assign admin permission to the org (to facilitate onboarding)

   • Click add contributor

3. Edit Contributor

   • Click on a contributor

   • Update information and permissions

   • Save changes

4. Remove Contributor

   • Click on a contributor

   • Remove access

   • Confirm

4. Settings

Access all project settings from this central location. Settings are organized into sections:

A. Project Settings

Edit Project

• Permissions: canManageProjects(user)

• Features:

  • Edit project name

  • Edit project description

  • Update project status (active/inactive)

  • Configure project settings

How to Use:

1. Navigate to Settings → Edit Project

2. Update relvant project details

3. Save changes

B. Document Types

Permissions: canManageDocumentTypes(user)

Purpose: Manage document types that can be uploaded or requested for cases.

How to Use:

1. View Document Types

   • Navigate to Document Types

   • See list of all document types

2. Create Document Type

   • Click "Add Document Type"

   • Enter name

   • Add description

   • Save

3. Edit Document Type

   • Click on a document type

   • Update name, description, or requirements

   • Save changes

4. Delete Document Type

   • Click on a document type

   • Click the trash to delete

   • Can NOT be restored later

Use Cases:

• Setting up required documents for intake

• Creating document categories for organization

• Managing compliance documentation requirements

C. Additional Surveys

Permissions: canManageProjects(user)

Purpose: Manage additional surveys beyond the intake survey.

How to Use:

1. View Surveys

   • Navigate to Additional Surveys

   • See list of all surveys (active and archived)

2. Create Survey

   • Click "Add Additional Survey"

   • Name the survey

   • Configure survey settings

   • Add an optional description

   • Upload survey XML file

   • Save

3. Edit Survey

   • Click on a survey

   • Update XML or settings

   • Save changes

4. Archive Survey

   • Click on a survey

   • Archive it

   • Can be restored later

D. Automations

Permissions: canManageProjects(user)

Purpose: Create and manage automated workflows for cases.

How to Use:

1. View Automations

   • Navigate to Automations

   • See list of all automations

2. Create Automation

   • Click "Create Automation"

   • Define trigger conditions

   • Set actions to perform

   • Save

3. Edit Automation

   • Click on an automation

   • Update conditions or actions

   • Save changes

4. Enable/Disable Automation

   • Toggle automation on/off

   • Save changes

Common Automations:

• Auto-assign cases based on criteria

• Send notifications on status changes

• Create follow-up tasks

• Update case flags automatically

E. Zip Code Groups

Permissions: canManageZipCodeGroups(user)

Purpose: Group zip codes for service area management and reporting.

How to Use:

1. View Zip Code Groups

   • Navigate to Zip Code Groups

   • See list of all groups

2. Create Zip Code Group

   • Click "Add Group"

   • Enter group name

   • Add zip codes (one per line or comma-separated)

   • Save

3. Edit Zip Code Group

   • Click on a group

   • Add or remove zip codes

   • Update name

   • Save changes

4. Archive Zip Code Group

   • Archive group

   • Can be restored later

Use Cases:

• Organizing service areas

• Creating geographic reporting regions

• Managing coverage areas

F. Referral Email Templates

Permissions: canManageProjects(user)

Purpose: Create and manage email templates for referrals.

How to Use:

1. View Templates

   • Navigate to Referral Email Templates

   • See list of all templates

2. Create Template

   • See Organization Branding

3. Set Default Template

   • Select a template as default

   • It will be used for new referrals

G. Statuses & Flags Section

Case Statuses

• Permissions: canManageStatuses(user)

• Purpose: Manage case statuses and their reasons

How to Use:

1. View Statuses

   • Navigate to Case Statuses

   • See list of all statuses (active and archived)

2. Create Status

   • Click "Add Status"

   • Enter status name

   • Add status description

   • Add status reasons (If Final status)

   • Save

3. Edit Status

   • Click on a status

   • Update name, description or reasons

   • Modify settings

   • Save changes

4. Archive Status

   • Archive status

   • Active cases keep status but can't assign to new cases

Status Reasons:

• Add reasons users can select when changing status (required for closed statuses)

• Useful for tracking why cases are in specific states

Case Flags

• Permissions: canManageStatuses(user)

• Purpose: Create flags to mark cases for special attention

How to Use:

1. View Flags

   • Navigate to Case Flags

   • See list of all flags

2. Create Flag

   • Click "Add Flag"

   • Enter flag name

   • Set color

   • Add description

   • Save

3. Edit Flag

   • Click on a flag

   • Update name, color, or description

   • Save

4. Archive Flag

   • Archive flag

   • Removed from active flags list

Use Cases:

• Marking urgent cases

• Identifying special populations

• Tracking program-specific cases

Public Statuses (Defunct)

• Permissions: canManageStatuses(user)

• Purpose: Manage statuses visible to clients/external users

Follow-Up Statuses

• Permissions: canManageStatuses(user)

• Purpose: Define statuses for follow-up workflows

Referral Statuses

• Permissions: canManageStatuses(user)

• Purpose: Manage statuses specific to referral tracking

H. Users & Access Section

Users

• Permissions: canManageUsers(user)

• Purpose: View an exhaustive list of project users and contributors, their organization, and their project role

Project Roles

• Permissions: canManageRoles(user)

• Purpose: Create and manage custom project roles

How to Use:

1. View Roles

   • Navigate to Project Roles

   • See list of all custom roles

2. Create Role

   • Click "Add Role"

   • Enter role name

   • Set permissions:

     • Create cases

     • Edit cases

     • Delete cases

     • View all cases

     • Manage users

     • Manage settings

   • Save

3. Edit Role

   • Click on a role

   • Update permissions

   • Save changes

4. Delete Role

   • Remove role

   • Users with this role must be reassigned

Default Roles:

• user - Standard user permissions

• admin - Full administrative access

I. Import Section

Case Import

• Permissions: canManageProjects(user)

• Purpose: Import cases from CSV or external systems

How to Use:

1. Prepare Import File

   • Create CSV file with case data

   • Include required columns (name, phone, etc.)

   • Follow import template format

2. Start Import

   • Navigate to Case Import

   • Click "New Import" or "Import Cases"

   • Upload CSV file

3. Map Fields

   • Map CSV columns to case fields

   • Map dropdown values (status, flags, etc.)

   • Preview mapped data

4. Configure Import Settings

   • Set default assignee

   • Choose default status

   • Set duplicate handling (skip, update, create new)

5. Review and Import

   • Review preview of cases to be imported

   • Click "Import" to start process

   • Monitor import progress

   • Review import results and errors

Import Features:

• Bulk case creation

• Field mapping wizard

• Duplicate detection

• Error reporting

• Import history

J. Third-Party Integrations

DocuSign Integration

• Permissions: canManageNetwork(user, network)

• Purpose: Configure DocuSign for document signing

How to Use:

1. Navigate to DocuSign Settings

2. Enter DocuSign API credentials

3. Configure custom fields mapping

4. Test connection

5. Save settings

SendSafely Integration

• Permissions: canManageNetwork(user, network)

• Purpose: Configure SendSafely for secure file sharing

How to Use:

1. Navigate to SendSafely Settings

2. Enter API credentials

3. Configure settings

4. Test connection

5. Save

Caredove Integration

• Permissions: canManageNetwork(user, network)

• Purpose: Configure Caredove referral integration

How to Use:

1. Navigate to Caredove Settings

2. Configure API connection

3. Map statuses between systems

4. Set up webhooks

5. Save settings