Understanding the “Processed”, “Closed” and “Archived” statuses

On the platform, completing a case is not a single-step process. The "Processed", "Closed" and "Archived" statuses reflect different stages in a case’s lifecycle and determine what can still be updated, and why.

Understanding these statuses helps you choose the right status at the right time, based on the case progress and your organisation’s rules.

NEW: More flexibility when finalising cases

Once a case is "Closed", case managers can continue working on tasks and communicating via internal channels. The processing form may also remain editable after a case is "Processed" or "Closed", depending on your organisation’s settings.

"Processed" status

When should it be used?

The "Processed" status is used once the case treatment is complete. At this stage, the case no longer requires qualification or analysis, and the action plan has already been defined and implemented. Only internal checks or minor adjustments may still be required.

Why use it?

To indicate that the analysis and decision-making process is complete.
To prepare the case for closure without immediately blocking access to other case features (for example, to inform the reporting party that the case will be closed shortly).

Effects

The case cannot be moved back to the “In progress” status.
The behaviour of the processing form depends on your organisation’s configuration:
- it may be locked at the Processed status (read-only),
- or it may remain editable.
Other features remain available (internal messaging, tasks, case managers, etc.).

"Closed" status

When should it be used?

The "Closed" status is used when case treatment is complete and no further external communication or immediate follow-up is expected. It closes the case for the reporting party and other involved parties, while still allowing case managers to finalise the case internally, without any automatic data deletion.

This status is typically used as a temporary retention stage before the case is archived.

Why use it?

To close the case for the reporting party and external stakeholders.
To complete final internal actions.
To prepare the case for anonymisation and archiving.

Effects

What is no longer possible
- The case cannot be moved back to the "Processed" status.
- The reporting party and other involved parties no longer have access to their follow-up space. They are notified of the closure by email, when an email address is available.
- Communication channels with the reporting party or other involved parties are closed and available in read-only mode for case managers.
What remains possible in order to prepare for anonymisation and archiving
- Case managers can continue communicating with each other through internal messaging. Existing internal channels remain open, and new ones can still be created.
- Case managers can continue working on tasks. The "Tasks" feature remains fully available at the "Closed" status.
- The "Anonymise" and "Archive" buttons become available (they are not triggered automatically and must be launched manually).
- Anonymised or redacted versions of case documents can be added to the "Archive Files" folder.
The behaviour of the processing form depends on your organisation’s settings:
it may be locked when the case is "Closed" (read-only), or remain editable.

Anonymisation: greater flexibility, increased attention

At the "Closed" status, anonymisation is available even if some features are still in use (processing form and tasks).

This means content in the processing form or in tasks can be anonymised while work is still ongoing. For example, one case manager may be working on a task while another starts the anonymisation process.

⚠️ This increased flexibility thus requires coordination between case managers. Before starting the anonymisation process, make sure that the relevant content is no longer being actively updated.

"Archived" status

When should it be used?

Archiving usually takes place some time after a case has been closed (typically between 2 and 12 months, depending on your organisation’s internal policies), once:

all internal, disciplinary or legal procedures have been completed;
no litigation or contentious action is ongoing or expected.

Why use it?

To comply with data minimisation requirements (GDPR – Article 5.1.e).
To retain only the information that is strictly necessary for audit or record-keeping purposes.

Effects

All case-related features are locked.
All conversations from the discussion channels are automatically deleted.
Task comments are automatically deleted.
All case documents are automatically deleted, except those stored in the “Archive Files” folder.
Anonymised or redacted versions of case documents can be added to the Archive Files folder.
If the case has not yet been anonymised, the Anonymise feature remains available.
The case remains accessible and viewable in its archived version.

Focus on the processing form

The way the processing form works is no longer driven solely by the case status.
It now depends on a setting defined by your organisation.

Each organisation can decide at which stage the processing form is locked (read-only):

when the case is "Processed",
when the case is "Closed",
or only once the case is "Archived".

This setting is:

defined at entity level,
applied to all cases within that entity.