Managing case status correctly is essential for accurate timekeeping and billing in your firm. This article explains how to change a case from Open to Closed, how to reopen and re-close a case, and how to archive cases that are permanently inactive. You’ll also learn the impact of closing a case and best practices for firm administrators.
🧭 Understanding Case Status in Casefriend
Case status determines whether time can be recorded and how cases appear in searches. Proper status management ensures compliance with billing rules and keeps your case list organized.
This guide covers:
- How to change a case from Open to Closed
- How to reopen and re-close a case
- How to archive cases that will not be reopened
- Key effects of closing and archiving cases
📘Learn how to create new cases in our article here.
📂Identifying an Open Case
Typically, a firm administrator or staff will open a new Case. A case that is Open or Re-Open can be easily identified by an open folder next to the case name and the text Opened: followed by the date the Case was open.
📂Identifying a Closed Case
Typically, a firm administrator or staff will close a case after all invoices have been paid. A closed Case can be easily identified by a closed folder next to the Case name and the text Closed: followed by the date the Case was closed.
📦Identifying an Archived Case
Typically, a firm administrator or staff will archive a case when it is no longer a canidate to be open or has reached a certain age. An archived Case can be easily identified by a banker's box and the text (Archived) before the case name. An archived Case will display the Closed date.
Tracking Case Status on the Timeline
Each change to Case status will be tracked with an Event on the Timeline and in the Case Activity Log.
📁 Changing a Case from Open to Closed
- Navigate to the Case Info page for the Case.
- Locate the Case Status Opened field and hover your mouse.
- Select the Closed option.
- In the Change Case Status form verify the Closed date and select a reason, click the Close this Case Button.
🔍 Searching Closed Cases
Closed cases remain searchable in Casefriend. Use standard search functionality to locate them.
⚠️ Important Notes:
- Once a case is Closed, users cannot record time on that case.
- Cases should only be closed by a firm administrator, typically after all invoices have been paid.
📂 Reopening a Closed Case
If a case needs to be reopened:
- Navigate to the Case Info page for the Case.
- Locate the Case Status Closed field and hover your mouse.
- Select the Re-Open option.
- In the Change Case Status form verify the Re-Opened date, click the Re-Open Button.
You can re-close the case later by following the steps above.
📦 Archiving a Case
When you know a case is old and will not be reopened:
- Navigate to the Case Info page.
- Scroll to the bottom and select the Archived option.
- Save your changes.
⚠️ Key Notes on Archived Cases:
- Archived cases are not searchable.
- They can only be accessed by browsing via the Case Status dropdown on the case load page.
💡 Best Practices
- Close cases only after all invoices are paid.
- Archive cases that are permanently inactive to keep your case list clean.
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