Dealer admins can navigate to Admin - Customize your database - Close Cases. At that location, Users will be able to start searching for cases using the different sets of filters provided.
The filters will allow users to locate cases that match the following criteria:
- Creation date
- Last updated date
- Originated by Appointment or Service Request
- Operations last update
- Program Type
- Repair Order
- Repair Status
- Repair Status last update
- Invoice Number
- Total sold
Adding filters and completing the information for each filter will automatically refresh the list of cases to only display those that match the search criteria.
Bulk Close Cases
Once the user has found the cases that they are interested in closing, then cases can be selected by marking each one on the far left of each record or clicking on the top button to select all.
When cases are selected, then the Close Selected Cases button is enabled and, when clicked, the System will send an order to the backend to close the cases.
Closing cases is an action that the system does on the backend so the user can keep working without the need of following the action.
A case that has already been scheduled to be closed will not be selectable again. The user will stop seeing it on the list as soon as the case is closed and the screen is refreshed.
Close Cases History
Every time a case is Bulk Closed, the Close Cases feature stores the record on the History Tab.
When users are satisfied with the result of a set of filters, they can save it so it can be reused in the future.
Clicking on save will require the user to give this search a name and add an optional description.
Every saved set of filters can be found on the Saved Searches tab.
Opening a Saved Search will allow users to Bulk Close Cases, edit the search, and save it again.
Once a location has Saved Searches, users can go into Admin - Customize your database - Case Automatic Rules and configure their Auto-close rules using 1 or more saved searches.
To do it, the user will click on Create Rule:
On this modal, the user will select the Saved Search they want to use for this rule, select whether they want the cases to be closed Monthly or Weekly, and click save.
Once configured, the system will run the search job on the schedule, sending the order to close cases on the selected cadence. Every time the job runs, the user will be able to find the closed cases on the History of closed cases to see that they were closed by the system.