Overview
Once you have created your Case Instance(s) and Case Type(s) for Sales Opportunity Tracking, within each case Type you will presumably want a selection of pipeline stages / statuses that an individual record will proceed through.
A case record can only have one status at a time.
This article will provide guidance on:
Identifying existing default statuses that are available to use
Creating custom statuses
Assigning certain statuses to certain Case Types
1. Pre-configured Statuses in CiviPlus
CiviPlus comes with statuses that can be used immediately within your Case Types. To locate the statuses available:
Navigate to Administer --> CiviCase --> Case Statuses
We recommend reviewing the statuses available before starting to make a complete new set.
2. Creating Custom Statuses
After reviewing the existing inbuilt case statuses in CiviPlus, you may decide that you still need to create additional statuses for your purposes.
To add a new status:
Navigate to Administer --> CiviCase --> Case Statuses
Select Add Case Status at the bottom of the page
Label: The name of the Status
Value: This can be left as the default number
Description: For internal use
Status Class: The options are Opened and Closed
Choosing a status with Closed as the setting has 2 effects:
Puts an end date on the relationships of all people involved in the sales opportunity record
Removes the record from the Dashboard dashlets for the case instance
Order: This will default to the last chronological number, and can be arranged with the mini arrows in the Case Status screen
Colour: Statuses can be colour coded if required, and these colours can pull through to the Self Service Portal too for end users.
Enabled: Tick this when you want the Status to be available to select on certain case types
Default Option: If this is ticked, case records with this available as a status will default to this if there are no other automated rules/manual choices of status affecting the record.
However, there are further settings available for this on a Case Type level too (the next section).
3. Enabling Statuses per Case Type
Once you have all of the relevant statuses for your Case Instance as a whole, you can apply certain statuses to certain Case Types.
For example, Case Type 1 might benefit from Status 1, but Case Type might not. Therefore, you can just make Status 1 available on Case Type 1. This streamlines your workflows, reducing unnecessary options from presenting in the system.
To enable a Case Status on a particular Case Type:
Navigate to *Your Case Instance* --> *Manage *Your Case Instance* Types
In our example:
Against the relevant Case Type, select the Three dots icon, then Edit
In our example:
Select the Case Statuses tab
All available Case Statuses in the system will be automatically ticked as enabled
You can disable / enable statuses as required
Then click Save
This set-up will ensure that only the statuses relevant to the case type are available within individual case records, removing unnecessary options.