Overview

How the data is sourced (applies to all dashlets)

All Case Management dashlets read from the Case (Case Plan) record type. Every dashlet query starts from the Case Plan table and filters on the standard Case Plan fields below.

• “This week” = Sunday–Saturday of the current week.
• “This month” = 1st to last day of the current calendar month.

Standard Case Plan fields used:

• Case Client – the contact linked as client on the case
• Case Manager – contact
• Status – lookup; the “Active” status option drives all “active” filters
• Stage – lookup
• Program – lookup
• Intake Date
• Exit Date
• Days in Program – computed

In all client-count dashlets, contacts flagged deceased, inactive, or moved are removed from the results.

Client Statistics

1. Active Clients

Shows a running count of clients currently active in your programs.

• Clients in Program: cases whose Status = Active (excluding deceased/inactive/moved client contacts).
• Clients Assigned to Me: same as above, further filtered to cases where Case Manager = the logged-in user’s contact.

2. New Clients

The number of new clients in the current week/month.

1. Counts distinct client contacts whose case Intake Date falls within this week and this month.
   
2. Excludes cases that already have an Exit Date (counts entries into program, not exits).
   

3. Returning Clients

The number of returning clients in the current week/month.

1. Counts client contacts who have more than one case (count of cases per client > 1), whose current case has no Exit Date, and whose Intake Date is within this week/month — i.e. someone re-entering a program.
   

4. Clients Exiting

The number of clients exiting in the current week/month.

1. Counts client contacts whose case has an Exit Date within this week/month and who have no other still-open case (no case lacking an Exit Date).
   
2. Counts true program exits.
   

Case Statistics & Charts

5. Case Activities

The number of case activities in the current week/month.

1. Counts Case Notes / activities whose activity date falls within this week/month (driven by the Case Note Date field).
   

6. Cases Per Program

The number of cases per program, shown as a chart broken down by program.

1. Cases are grouped by the Program lookup option, filtered by selected statuses (active/closed) and Intake Date range. 
   
2. Configurable in dashlet settings: which programs to show, whether to show program totals, and the intake date range.
   

7. Caseloads (Case Loads by Manager)

The case loads by manager, showing how work is distributed across case managers.

1. Cases are grouped by Case Manager, counting only cases with active status. 
   
2. Configurable: which managers to show; optional intake date range.
   

8. Days In Program

The number of cases in program grouped by days in program.

1. Includes all cases that have an Exit Date (completed cases), bucketed by the Days in Program value into: Less than 7 days, Less than 30 days, Less than 365 days, More than 365 days.
   

9. Age of Active Cases

The number of cases with active statuses grouped by age.

1. Cases whose Status is in the configured active status set, aged by today − Intake Date, bucketed into the same Less than 7 days, Less than 30 days, Less than 365 days, More than 365 days periods. 
   
2. Settings: which statuses count as active; optional “only my cases.”
   

10. Active Case Stages

A breakdown of active cases by their current stage in the case workflow.

1. Active cases (Status in active-status set) are grouped by Stage lookup option. 
   
2. Settings: which stages to show; which statuses count as active; optional “only my cases.”
   

Notes:

• The two “period” charts (Days in Program, Age of Active Cases) share the same fixed buckets: Less than 7 days, Less than 30 days, Less than 365 days, More than 365 days.
• “Active” everywhere means the case’s Status lookup = the Active option. This is configurable via dashlet settings on the chart dashlets, and hard-coded to Active on the tile dashlets.