Cases: numbering, traffic lights and lock

Goal. Define how cases are numbered, when they turn yellow or red, how often missing documents are reminded, what the lock requires before a case can be worked, and which categories documents are filed under.

Prerequisites. The Administrator role. It opens from "Settings" › "Cases".

Numbering and traffic lights

• "Case number prefix": letters, numbers and hyphens only; the example under the field shows how numbering will look.
• "Days for yellow light" and "Days for red light": the days without activity after which the case turns yellow and red, the traffic light shown in the list, the board and the dashboard.
• "Days to remind missing documents": how often the CRM creates the "Missing documents" task and sends the client the reminder.
• "Save settings" confirms with "Settings saved".

Requirements to work a case

Two independent boxes:

• "Require a signed contract before moving a case to work or closing".
• "Require a deposit or full payment before moving a case to work or closing".

Each business decides whether to require both, just one or neither. On saving, existing cases lock or unlock instantly; the effect on the list and the case page is described in "Lock, closing, archiving and deleting" of the "Cases" category.

Document categories

Categories appear under "Document type" when uploading a file and organise each case's folders in the cloud.

• "Category (Spanish)" and "Category (English)" with "Add" create a new one; the CRM confirms with "Category added".
• "Delete category" stops offering it on upload; already filed documents do not change: "Category deleted. Already filed documents don't change.".

Troubleshooting

• The last category cannot be deleted. "At least one category must remain to upload documents.".
• "A category with that name already exists." Change the name or reuse the existing one.
• A case got locked when turning on the lock. That is the expected behaviour: the signed contract or the paid deposit is missing. Record them on the case page or uncheck the corresponding box.
• Numbering does not change on existing cases. The prefix applies to new cases; existing ones keep their number.