Client Intake and Case ManagementPurpose
1.2. Ensure profiles include demographics, eligibility details, supporting documentation, social history, and interaction logs.
1.3. Facilitate automatic profile updates upon receiving new information via digital forms, emails, or legacy system imports.
1.4. Improve regulatory compliance by maintaining accurate, time-stamped records and audit trails.
1.5. Enable notifications and task assignments based on changes or missing information in family profiles.
Trigger Conditions
2.2. Updates received via digital document upload (e.g., PDF, DOCX, image scan).
2.3. Change detected in existing profile by scheduled sync or API webhook.
2.4. Receipt of email with attached update request or new supporting documents.
2.5. Notification from government or partner database indicating updated family status.
Platform Variants
3.1 Salesforce
• Feature/Setting: REST API – Create/Update Contact and Case records via POST/PUT /services/data/vXX.X/sobjects/Contact
• Configure: Map form fields to object properties and enable upsert logic on FamilyProfile custom object.
3.2 HubSpot
• Feature/Setting: CRM API – Create/Update Deal and Contact endpoints
• Configure: Use /crm/v3/objects/contacts and /crm/v3/objects/deals with payload mapping for adoption-specific fields.
3.3 Microsoft Dynamics 365
• Feature/Setting: DataVerse Web API – Upsert Family Profile entity
• Configure: PATCH /api/data/v9.1/family_profiles(EntityID) with JSON body for profile updates.
3.4 Zoho CRM
• Feature/Setting: Update Records API – /crm/v2/Family_Profiles
• Configure: Setup Blueprint for intake process; map intake form directly to module.
3.5 Google Sheets
• Feature/Setting: Google Sheets API – Append/Update Rows
• Configure: Use spreadsheets.values.append for intake; update rows via ID for subsequent changes.
3.6 Airtable
• Feature/Setting: REST API – PATCH /v0/{baseId}/FamilyProfiles
• Configure: Link family records to document attachments using attachment field URLs.
3.7 Monday.com
• Feature/Setting: Items API – create_item and change_column_value
• Configure: Intake form integration auto-creates/updates an item on relevant board.
3.8 DocuSign
• Feature/Setting: Envelope/Recipient Events – webhook POST on document completion
• Configure: Updates profile record upon envelope status “Completed.”
3.9 Typeform
• Feature/Setting: Webhook Responses – POST data payload to endpoint
• Configure: Intake and update forms submit JSON with mapped profile fields.
3.10 Jotform
• Feature/Setting: Webhook – POST on form submission
• Configure: Map to automation that parses payload and writes into profile store.
3.11 Dropbox
• Feature/Setting: File Upload Trigger – upload event for folder /FamilyProfiles
• Configure: OCR/parse uploaded documents and update linked family profile.
3.12 Slack
• Feature/Setting: Events API – message or file_posted
• Configure: Direct message with file triggers automation for parsing and updating.
3.13 Twilio SMS
• Feature/Setting: Incoming Message Webhook
• Configure: Text-based updates sent by families parsed and merged into profiles.
3.14 SendGrid
• Feature/Setting: Inbound Parse Webhook
• Configure: Inbound update requests and documents automatically parsed.
3.15 Intercom
• Feature/Setting: Webhook for new conversation or note
• Configure: Family-submitted intake/updates act as triggers to refresh profiles.
3.16 AWS Lambda
• Feature/Setting: Scheduled Function – profile maintenance jobs
• Configure: Nightly job validates and synchronizes profiles with external registry.
3.17 Google Drive
• Feature/Setting: Drive Activity API – monitor uploads/changes
• Configure: New document in /FamilyProfiles folder parsed and matched to family.
3.18 Box
• Feature/Setting: Webhooks on upload/update
• Configure: Attachments parsed for relevant update fields, merged automatically.
3.19 SharePoint
• Feature/Setting: List Item Update and Workflow
• Configure: Intake list auto-populates detailed family profile item on update/upload.
3.20 Freshdesk
• Feature/Setting: Ticket Creation/Update Webhook
• Configure: Intake tickets for adoption families populate corresponding profile record via API.
Benefits
4.2. Ensures every profile is current, complete, and with digital audit trail.
4.3. Enables instant notifications/alerts for follow-ups and missing documentation.
4.4. Reduces staff workload and enables compliance with regulatory mandates.
4.5. Provides seamless integration with both digital and legacy data sources.