Automatically changing case status

As a case business analyst, you can configure automated status transition for cases in a line of business to change their status automatically.

In the configuration, you can define the criteria to trigger the configuration, time interval after which you want to activate the configuration, and the status to which you want to transition the case.

For example, a case agent wants to change the status of cases that are in the Pending status for more than 10 days to Assigned. A case business analyst configures automatic case transition of such cases and defines the new status as Assigned. When the configuration is active, the status of all cases that are in the Pending status for more than 10 days are evaluated and their status is changed to Assigned. The case agent then verifies the status change.

To configure case status transitions

1. Log in to BMC Helix Business Workflows.
2. Click My Application Settings.
3. Select Case Management > Automated Status Transition.
4. On the Automated Status Transition Configuration page, complete the following steps:
   1. From the Line of Business list, select the line of business for which you want to create the configuration.
   2. Click + Automated Status Transition Configuration.

5. In the Add Automated Status Transition Configuration pane, fill the fields as explained in the following table:

   Field	Description
   Name	Specify a unique name for the configuration.
   Enabled	Select this field to enable the configuration.
   Line of Business	The line of business for which you want to create the configuration is displayed. Based on the line of business, the values for Label, Flowset, and categories fields are available for selection.
   Company	Select the company for which you want to apply the configuration. If you want the configuration to apply to all companies, select Global under Company. Important: If you create a configuration that applies globally and another configuration for a company, the company configuration takes precedence over the global configuration. If you create a configuration that applies to a company and another configuration of a combination for company, categories, status reason, and so on; the configuration that consists of a combination of company, categories, status reason, and so on takes precedence.
   Flowset	To use the configuration for a Flowset defined for a particular line of business, select the appropriate Flowset.
   Status Transition
   From Status	Select a case status from which you want to transition a case. For example, if you want to change the status of a case from Resolved to Closed, select this field value as Resolved. Note: You cannot change the status for cases that are pending for approvals by using an automated status transition configuration.
   To Status	Select a case status to which you want a case to transition. For example, if you want to change the status of a case from Resolved to Closed, select this field value as Closed.
   From Status Reason	Select a status reason for the From Status field value. For example, if you select the From Status value as Resolved and the From Status Reason value as No Further Action Required, the configuration is applied to cases that are in the Resolved status and have the status reason specified as No Further Action Required.
   To Status Reason	Select a status reason for the To Status field value. For example, if you select the following field values: From Status⁠—Resolved From Status Reason⁠—No Further Action Required To Status⁠—Closed To Status Reason⁠—Auto resolved The configuration is applied to cases that are in Resolved state with status reason specified as No further action required, and the status of these cases is changed to Closed and status reason is specified as Auto resolved.
   Transition Rule
   Change Status After (Days of Inactivity)	Specify the number of days after which you want the configuration to be active. Minimum value that you can specify for this field is 1. For example, if you want to activate the configuration after a week when the status of a case is changed to Resolved, specify the field value as 7. Notes: A scheduler runs every day and checks for cases that match the configuration criteria and evaluates the inactive days. The scheduler calculates the number of inactive days starting from the day the case status changes to the From Status field value that you specified. The calculation of inactive days is independent of any other case field changes.
   Additional Criteria
   Category Tier 1, Category Tier 2, Category Tier 3, Category Tier 4	Select the case categories for which you want to apply the configuration.
   Label	Select the case label for which for which you want to apply the configuration.

6. Click Save.

   Important

   • You cannot create configurations with different criteria for the same To Status and From Status field values.
   • You cannot create different configurations with the same values for the following fields:
     • From Status
     • To Status
     • Change Status After (Days of Inactivity)
     • Company
     • Flowset
     • Categories
   • Automated status configuration is not applied to cases that are In progress and consists of tasks that are not closed.

   The following figure shows an example of automated status transition configuration:

   

Related topics

Automating-case-assignments

Automating-assignment-and-status-change-of-a-record

Viewing-case-activities-and-adding-activity-notes