🚀 Case Management is Coming Soon!
This feature is currently in Closed Beta and limited to select partners. We'll keep you in the loop as we work toward a wider release.
Overview
Alert and case data doesn't stay contained within Case Management. Once alerts are created and cases are opened, that data becomes available across Element451 as a signal you can report on, segment from, and act on — without leaving the tools your team already uses.
Below, we will cover:
Upcoming Case Management analytics in the Student Success Dashboard
Building contact segments from alert and case data
Automating alert and case handling with Case Management Automation Rules
Connecting Case Management to the rest of the platform via Workflows and Rules
Student Success Dashboard (🚧 Coming Soon)
Case Management analytics in the Student Success Dashboard are currently in development and not yet available. This article will be updated when the feature is released.
We're building dedicated Case Management analytics directly into the Student Success Dashboard, giving advising, academic affairs, and student success teams a real-time view of alert and case activity alongside existing enrollment, attendance, and grade data.
Filters + Segments (Available Now in Closed Beta)
Alert and case properties are available as filter criteria throughout Element451, which means you can build contact segments based on a student's alert and case history, not just their demographics or academic data.
Building a Segment from Alert or Case Data
When building a contact segment, you'll find Alerts and Cases as filter property categories alongside Users, Activity, Tasks, and others. Use these to define populations based on specific conditions.
Examples of segments you can build:
Students with at least one open alert that has not been reviewed
Students with a Critical-priority alert and no associated case
Students with an overdue case assigned to your team
Students whose case was resolved in the last 30 days
Students with open tasks on an active case
🧠 Good to Know: For the full list of available Alert and Case filter properties, see Filters: Property Types.
Case Management Automation
Case Management supports two complementary automation systems. The first is a dedicated rules engine built specifically for alert and case handling—routing records, assigning staff, and escalating signals automatically at the moment of creation. The second connects Case Management to Element451's platform-wide Workflows and Rules engine, enabling communications, cross-module actions, and engagement journeys triggered by alert and case activity. Together, they cover both the operational and the relational sides of automation.
Alert + Case Rules (🚧 Coming Soon)
Case Management Automation Rules are currently in development and not yet available. This article will be updated when the feature is released.
Automation Rules are a dedicated, trigger-based automation engine built specifically for Case Management. Configured in Case Management Settings > Automation Rules, they're designed for routing and handling—automatically assigning reviewers, updating priorities, escalating alerts to cases, and managing case assignments the moment a record is created.
Workflows Module (Available Now in Closed Beta)
Case Management is integrated into Element451's Workflows and Rules module—meaning alert and case activity can both trigger automated workflows and be created by them. This allows your team to build fully automated intervention pipelines around student risk signals.
Triggers
Triggers
Triggers enroll contacts into a Workflow when a specific event occurs. The following triggers are available for Case Management:
Alert Created
Enrolls a contact into a Workflow when a new alert is created for them. You can configure which alert types or priorities should trigger enrollment, allowing you to route different alerts to different workflows.
Case Created
Enrolls a contact into a Workflow when a new case is created for them. Use this to kick off onboarding workflows for the case — such as sending a welcome communication to the student, notifying subscribers, or creating initial tasks for the assigned staff member.
Joined Segment
Enrolls a contact into a Workflow the moment they enter a segment. When combined with a segment built from alert or case filter properties, this trigger enables population-based automation that responds to changes in a student's alert or case status over time.
Actions
Actions
Actions are steps within a Workflow or Rule that create or modify records. The following actions are available for Case Management, and can be used with any trigger—not just alert and case triggers.
Create Alert
Creates a new alert for the enrolled contact as a step in a Workflow or Rule. Use this to automatically generate alerts when other platform signals indicate a student may need attention — even if no one manually flagged them.
Create Case
Creates a new case for the enrolled contact as a step in a Workflow or Rule. Use this to automatically open accountable work records when a trigger condition is met, ensuring no at-risk student falls through the cracks because a case was never opened.
Automation Rules vs. Workflows
Both tools can automate actions when an alert or case is created, but they serve different purposes.
Automation Rules and Workflows + Rules are not mutually exclusive. Automation Rules can enroll a contact in a Workflow as one of their actions—so you can use Rules for routing and Workflows for the resulting student communication, all triggered by the same event.
Here's how to think about when to use each:
| Automation Rules | Workflows |
Best for | Routing and handling alerts/cases—assignment, prioritization, escalation, task creation | Cross-platform automation—student communications, creating alerts/cases from external signals |
Configured in | Case Management Settings > Automation Rules | Data + Automations > Automations |
Triggers | Alert Created, Case Created | Alert Created, Case Created, Joined Segment, form submissions, and more |
Actions | Update reviewer/assignee, priority, resolution, due date; create case or task; enroll in Workflow | Send communication, create alert or case, update contact properties, enroll in Workflow, execute webhook, and more |