Client Intake and Case Management**Purpose**
1.2. Reduce manual communication errors and delays; automate dissemination of essential updates for compliance, reporting, and task management.
1.3. Centralize status change alerts to maintain transparency and workflow continuity in client intake and case management.
1.4. Support accountability by timestamping notifications and tracking read/unread status.
**Trigger Conditions**
2.2. Manual status override or correction is entered by authorized personnel.
2.3. Bulk data import updates case statuses.
2.4. Third-party system update triggers status modification.
**Platform variants**
3.1. **Twilio (Programmable SMS/API)**
• Feature/Setting: Send SMS on status change via Messages API; sample config – POST to `/v1/Accounts/{AccountSid}/Messages` with staff phone numbers.
3.2. **SendGrid (Transactional Email API)**
• Feature/Setting: Use Dynamic Templates for status notification; trigger via `mail/send` endpoint with personalized message.
3.3. **Slack (Incoming Webhooks/API)**
• Feature/Setting: Post case status update to designated channel using webhook URL; JSON payload includes case & staff info.
3.4. **Microsoft Teams (Connector/Webhook)**
• Feature/Setting: Send Adaptive Card to staff channel via incoming webhook; include key case fields.
3.5. **Google Chat (Webhook/API)**
• Feature/Setting: Deliver bot-generated status messages using Chat API and webhook endpoint.
3.6. **Outlook (Microsoft Graph API)**
• Feature/Setting: Create calendar alert using `/me/events` for involved staff; or push email using `/sendMail`.
3.7. **PagerDuty (Event API)**
• Feature/Setting: Trigger incident with new status as event; use `POST /v2/enqueue`.
3.8. **Zendesk (Ticket Update Webhook/API)**
• Feature/Setting: Notify assigned agents on ticket (case) status change via trigger and webhook.
3.9. **Freshdesk (Automation Rule/API)**
• Feature/Setting: Use Observer rule to send notification email when case status transitions.
3.10. **Jira Service Management (Webhook/API)**
• Feature/Setting: Automation rule watches for status field change, sends email or webhook.
3.11. **Salesforce (Process Builder/Flow/API)**
• Feature/Setting: Process Builder fires on status field change, executes email/notification flow.
3.12. **HubSpot (Workflow/Notification API)**
• Feature/Setting: Workflow triggers when property "case status" is edited, sends notification.
3.13. **Zoho CRM (Workflow Rule/Webhook/API)**
• Feature/Setting: Rule with case status as condition, action as email/webhook to staff.
3.14. **Trello (Butler Automation)**
• Feature/Setting: Butler rule triggers when card label (status) is updated, sends team notification.
3.15. **Monday.com (Automation/Integration)**
• Feature/Setting: "When status changes, notify someone"; prebuilt automation or custom webhook.
3.16. **Asana (Rules/Notification API)**
• Feature/Setting: Rule for custom field ("Status") change sends comment/notification to assignees.
3.17. **ClickUp (Automation/Webhook)**
• Feature/Setting: ClickUp automation fires on custom status change, sends message or webhook.
3.18. **Airtable (Automation)**
• Feature/Setting: Automated email/slack notification when status field in record updates.
3.19. **Intercom (Event Webhook/API)**
• Feature/Setting: Event triggers message to staff when case (conversation) has status changed.
3.20. **Mattermost (Webhook/Integration)**
• Feature/Setting: Status update message to channel using incoming webhook with payload.
3.21. **Mailgun (Email API)**
• Feature/Setting: Programmatic transactional email to staff on status changes using `/messages` endpoint.
3.22. **Discord (Webhook)**
• Feature/Setting: Message posted on dedicated staff server/text channel via webhook.
3.23. **Workplace by Meta (Webhook/Bot)**
• Feature/Setting: Automated posts to group or chat when a tracked case is changed.
3.24. **SMSGlobal (SMS API)**
• Feature/Setting: API call to send bulk SMS to staff numbers on status update.
**Benefits**
4.1. Immediate staff awareness eliminates bottlenecks and missed updates.
4.2. Reduces administrative overhead—no need for manual messaging.
4.3. Enables complete audit trails and compliance with communication protocols.
4.4. Supports staff accountability and client safety by ensuring everyone is on the same page.
4.5. Adaptable to varied device preferences (SMS, email, chat, app notifications).
4.6. Scalability—supports notification for small teams or large distributed agencies.