Full vs. Minimal email detail

Emails are convenient, but they leave Caseglen and sit in inboxes. A director can choose how much detail they contain. The setting applies to every email and Google Chat message your agency sends.

#The two options

Full details

Names, phone numbers, parent or guardian and care team, so staff can act straight from the email.

• New-task emails show the client's full name, phones, parent or guardian, care team with phones, priority, description and who created it.
• Done emails include the note under What was done.
• Comment emails include the comment.

Minimal

Only client initials, the task title, category, due date and a link. Recommended if emails go to personal inboxes.

• The client shows as initials, like "S. L.".
• No phone numbers, care team, description, done note or comment text.
• To see the details, staff click the link and sign in.

#Change the setting (directors)

1. Click Settings in the sidebar.
2. Open Organization & emails.
3. In the Emails about tasks card, under How much detail in emails, choose Full details or Minimal.
4. Click Save at the bottom.

The change applies to the next email that goes out.

#Which one should we use?

Choose Minimal if:

• Staff read work email on personal phones or personal email accounts.
• You add outside addresses to When a task is done, also email.
• Your agency's policies limit client information in email.

Choose Full details if:

• Everyone uses agency-managed email accounts.
• Your team needs to make calls straight from the email, away from a computer.

#Task titles still show

Even with Minimal, the task title is in the email. Write titles without sensitive details, for example "Call family about schedule" instead of including a diagnosis.

See also Privacy and security basics.