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Folios

Why this matters

Every applicant, case, quote, and invoice has a folio: a short, unique identifier like CON251, CAS118, PRE158, FAC076. The folio replaces the long name when you talk internally ("case CAS118") or reference a billing in a client email ("your invoice FAC076"). It's the record's "license plate".

How they're formed

A folio combines:

  • A prefix identifying the module (CON = contact, CAS = case, PRE = quote, FAC = invoice, COM = company).
  • A sequential number growing by one.

Some practices include the year or the responsible consultant's initial. Your administrator defines the format in the module's configuration.

How they're assigned

Automatically on the first save. You can't pick or skip them — ImmCase uses the next available number. This guarantees no two records share a folio within a practice.

How to find a record by folio

  • Global search (magnifying glass in the top bar): type the full folio (CAS118) or just the digits (118). ImmCase prioritizes exact folio matches.
  • Module search: if you already know which module it's in, type the folio in its search.

Folios in emails, calls, and comments

The convention is: when you talk about a record, use its folio. "I need your opinion on case CAS118 for applicant García" is far easier to trace than "the García case" — especially if you have two clients with the same surname.

When you send an email from ImmCase, folios are usually included automatically in the body or subject, depending on the template.

Watch out for

  • They can't be changed. Once assigned, the folio is locked. If you need to reassign (for example, you deleted a record and want to reuse the number), ask your administrator — it's not something you should do.
  • Don't worry about gaps. If you mistakenly created three test applicants and deleted them, folios CON251, CON252, and CON253 are "consumed" and the next ones start at CON254. Normal and harmless.
  • Folios are per-practice, not global. Your CAS118 and another practice's CAS118 are different records. Don't share them with people outside your organization without context.

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