Frequently Asked Questions
Features & Functionality
Q: Will text boxes in CWS-CARES have the capability for AutoText?
A: From our understanding, AutoText is a feature that allows you to store and quickly reuse blocks of text. This feature is not included in CWS-CARES Version 1. Counties could still use Microsoft Word and then copy and paste the narratives into CWS-CARES if they wanted to.A: From our understanding, AutoText is a feature that allows you to store and quickly reuse blocks of text. This feature is not included in CWS-CARES Version 1.
Counties could still use Microsoft Word and then copy and paste the narratives into CWS-CARES if they wanted to.
Q: Within documents, is it possible to redact content?
A: Yes, CWS-CARES allows users with the appropriate permissions to redact information in documents such as PDFs, Word files, and Excel files. All redacted documents are saved as PDFs, even if the original file was created in another format.
Redaction can be done in two ways:
- Manual redaction: selecting specific portions of the document to block out.
- Automatic redaction: searching for a word or phrase and redacting all occurrences at once.
Only users with the correct role-based permissions (such as case workers or supervisors) will see the redaction option, and access depends on their role and their access to the case or record.
Q: What is the time frame that CWS-CARES will retain a record of information that has been deleted or modified? For example, if a document such as a Court report is deleted, how far back will CWS-CARES be able to track when it was deleted? Will it be able to identify who performed the action? Will CWS-CARES be able to retrieve the original Court report?
A: Deleted data (including Court Reports) can be retrieved from the Salesforce platform by users for up to 15 days, and you can view details on who deleted it. After 15 days, system administrators can recover deleted data at any time.
Q: Is there a plan for dedicated counties once CWS-CARES V1 goes live with Tableau? Will there be a similar set up- or will the process be different?
A: Yes, CWDS will establish network connectivity (including CARES SFTP Service) for dedicated counties. Please reference the Technical Advisory Committee (TAC) page on the CWDS website for the August 12, 2025 TAC Meeting resources. This meeting shared information on the CWS-CARES SFTP service and set-up.
Q: Can we get information about the document management tools we will be receiving? From recent CWDS bulletins, we understand counties will be using DocuEdge, but without more technical specifications counties cannot adequately assess impacts to our current imaging\document management systems.
A: CWS-CARES offers a robust set of document-related features including the ability to generate, upload, view, edit, download, print, redact, and merge documents. Appropriate access controls are enforced so that only the users who need to see the documents have access to them.
In CWS-CARES, documents are tied/indexed to key entities such as screenings, referrals, cases, eligibility, court work items, etc. Documents tied to the key entities can be viewed by retrieving the key record first and then pulling up the documents tab to see a list of all documents tied to the record.
Additional context on capabilities:
- Documents are indexed and tied to specific records in CWS-CARES.
- Document indexing uses an extensible and flexible document taxonomy system that is intuitive to use and makes saving, categorizing, and retrieving documents easy.
- Document lists allow sorting by Title, Category, Type, Uploaded By, and Uploaded Date.
- Documents can be viewed and managed directly within the relevant CWS-CARES context, such as screening or a case.
Q: What will the System Change Request (SCR) process look like?
A: The system change request process for CWS-CARES is yet to be established. CWS-CARES V1 will be implemented statewide October 2026. After the initial implementation there will be a need for a formal system change request process to ensure proper input and prioritization of changes. Currently there is a formal SCR process in place for the CWS/CMS consisting of a governance involving the Oversight Committee, the Program Impact Advisory Committee, and the Technical Advisory Committee. More information about these Committees can be found on the CWDS Search Page along with a charter for each. The Project will share more information on this topic in the future.
Q: Will genograms be available in CWS-CARES V1, and if so, is there an example of what they will look like?
A: Yes, the genograms' functionality will be available in CWS-CARES V1. The project team combined "genograms" and "family tree" due to overlapping similarities, and this functionality is fully built and currently in the testing phase.
Q: What is the development status of the Family First Prevention Services Act (FFPSA) Community Provider Portal? When will a demonstration of functionality be available to counties?
A: The project is currently designing the FFPSA Community Provider Portal. Constituent demonstrations are planned to begin mid-June through July 2025.
Q: Will Outlook be included with CWS-CARES environment? Will it be integrated into CWS-CARES or will counties need to use Outlook Web version for email?
A: There are no plans or requirements to integrate Outlook with CWS-CARES. Therefore, it will not be included. Counties will continue their current processes for using Outlook.
Q: Will the new CWS-CARES system have a page where you can document the client's civil rights? Specifically, are there fields to document that clients were given the Civil Rights brochure, that it was explained to them, and if interpreter services were required/provided?
A: Yes, the structured investigative contact note (which is in progress) has a place to indicate if the Civil Rights Publication 13 brochure was provided. Preferred spoken and written languages can be documented on the person profile, and the use of an interpreter can be noted. As to if the brochure was “explained” to them, the staff member will need to rely on entering that into their contact note.