HR case and leave management with secure departmental views
A mid-size municipal government tracks leave of absence cases and investigation cases in Airtable, assigning each case to an HR analyst and a department. Restricted views give department supervisors visibility into their own cases without exposing confidential data from other departments or other case types.
The problem
HR analysts tracked leave cases and investigation cases across multiple departments in separate spreadsheets, with no consistent assignment or status field. When a department supervisor needed an update, the request came by email or phone, adding administrative overhead to every case.
Confidentiality was the bigger challenge. HR needed to give department supervisors visibility into cases that involved their staff without exposing investigation details, cases from other departments, or any data the supervisor had no business seeing.
What they built
HR built a case management base in Airtable with separate tracking for leave of absence cases and investigation cases. Each case is assigned to an HR analyst and linked to a department, so the caseload is visible by analyst and filterable by department at any time.
Restricted views scoped to each department's own cases are shared with the relevant supervisors. Document attachments keep case files in the same record as the status, and HR administrators retain full-base access while departmental users see only what they need.
The outcome
Department supervisors can check the status of cases involving their staff without calling or emailing HR. Case files, status updates, and document attachments are all in the same record, so HR analysts spend less time fielding status requests.
Confidentiality is preserved by design. No department supervisor sees another department's cases or investigation records they are not party to, and HR retains complete control over what each restricted view exposes.
Inside the solution
HR Case and Leave Management
People & Talent Operations
- Leave case tracking by assigned HR analyst and department
- Investigation case status management with access controls
- Restricted view sharing with department supervisors
- Document attachment and case file storage per record
- Manual case tracking across analysts with no consistent status field
- Lack of departmental visibility without risking data exposure
- Confidential investigation data commingled with leave case records
- Departmentalized case assignment with analyst accountability
- Secure cross-departmental sharing through restricted views
- Consolidated case documentation with no re-keying
- Human Resources
- Restricted Views
- Interfaces
- Automations
- Attachments
HR case and leave management with departmental views
Track leave of absence cases and investigation cases in one base, each assigned to an HR analyst and linked to a department, with a confidentiality level and a departmental-visibility flag on every record plus case documents and attachments stored on the case itself. A register of departmental restricted views records exactly which cases, fields, and supervisors each share exposes, while automations open the activity log at intake, refresh the department record on closure, and email a weekly open-caseload digest, and AI columns draft supervisor-safe status summaries and share-scope disclosure notes.
From scattered spreadsheets to departmentalized case management
Set up case tables with analyst and department fields
Configure restricted views per department
Attach documents directly to case records
FAQ
Frequently asked questions
Restricted views are filtered to a specific department's records before the share link is generated. When a supervisor opens their link, they see only the rows that belong to their department. HR retains full-base access and controls which fields appear in each shared view.
Yes. Using a case-type field or separate tables within the same base, HR can track both case categories while applying different view filters and access controls to each. Investigation records can be excluded entirely from departmental views while leave status remains visible.
Each case record includes an attachment field where HR analysts upload correspondence, medical documentation, or supporting materials. Files are stored directly in the record and visible to anyone with the appropriate view access, with no need for a separate document system.
HR analysts update the status field on the case record. The change is immediately visible in the department's restricted view, so supervisors always see current information without needing to request a manual update from HR.
No. This government team has no AI workflows currently deployed or planned for HR case management. The solution is built on structured fields, restricted views, and attachment storage.