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Placing a hold on one or more cases
Anyone with the permission “Place retention holds” can place, extend and release holds. Everyone who can see the case sees the “Retention hold” badge in its header.
- One case: on the case, ⋮ › “Place retention hold…”. Several: select them in the case list with the checkbox, then “More” › “Place retention hold” (at most 500 at once).
- Reason (required), for example “Litigation, Cologne regional court” or “Tax audit 2019–2021”.
- Reference (optional): lets you filter the list of active holds later and release them all at once.
- Review date (required, preset to twelve months from today): from this day on Bricksta reminds the admins weekly until someone extends or releases the hold.
- If the case has follow-up cases, “Also hold follow-up cases” is checked; clear it if only this case is meant.
- “Place hold”: the message says how many were placed on hold and how many already were. The other admins get a notification, without the reason.
Exception: deleting the whole organization overrides all retention holds. The delete dialog shows the number of active holds beforehand — secure the affected cases first.
Extending and releasing
- Extend: ⋮ › “Extend review date…” and pick a new date. The hold stays in place without interruption; reminders start again from the new date.
- Release: ⋮ › “Release retention hold…” with a reason. Only a person can release a hold, not an AI assistant.
- Afterwards the retention period applies again. If it has already expired, the dialog warns you: the case will be anonymized or deleted next night.
All active holds at a glance
Organization › General › Active holds lists every case on hold, sorted by review date, with reason, reference and who placed the hold when; due review dates are marked. Pick a reference at the top and “Release all holds for this reference” appears — for example when proceedings end.
Erasure requests for cases on hold
When an external contact is erased, their content in a case on hold stays for now. The “Active holds” list shows such erasure requests. After the hold is released, Bricksta notifies the owners and admins; an admin completes the request on the case via ⋮ › “Complete erasure request”.
How retention periods, anonymizing and deleting work otherwise: Data privacy and retention.