1. The short version
Every column in your Cases table is a window into one spot inside the case. The table doesn't store anything on its own. So if a cell looks wrong or empty, the fix is always in the case itself: update it there, and the table shows the new value the next time it loads.
Most columns also work as shortcuts. Click a cell and you'll land right on the part of the case that feeds it, so you can update it on the spot.
Each section below covers one group of columns, with:
What it shows in the cell
Where it comes from inside the case
What updates it, and whether that's your team, the family, or Parting Pro automatically
Click to open, where a click on that cell takes you
2. Case basics
Column | What it shows | Where it comes from | What updates it | Click to open |
Date | The date the case was created | Set automatically when the case is created | Automatic on creation. Can be edited on the case page | Case overview |
Case ID | The case's ID number | The breadcrumbs at the top of the case, or Account Details | If automatic case numbering is on for your home, each new case gets its number assigned the moment it is created, in the format your admin chose. If it is off, your team types the number in. Either way your team can edit it on the case | Case overview |
Need type | At-need, Imminent, or Pre-need | The breadcrumbs at the top of the case, or Account Details | Your team picks it from the dropdown | Case overview |
Service type | The service type linked to the case | The breadcrumbs at the top of the case, or Account Details | Your team picks it from the dropdown | Case overview |
Status | Active, Completed, or Archived | The case's current status | Changes when the case is completed, archived, or reopened | Case overview |
Stage | Shopper, Customer, or Test case | The breadcrumbs at the top of the case, or Account Details | Your team picks it from the dropdown | Case overview |
Lead Source | Where the case came from (for example Google Ads, Organic Search, Referral, Walk-in / Phone) | The case's lead source field | Filled in automatically when a family arrives from your website. Your team can change it on the case | Case overview |
Good to know:
Lead Source only appears if the Marketing feature is on for your account (Admin > Subscription and services).
Automatic case numbering is an admin setting, under Settings > Case details > Case ID. Your admin picks the number format, and from then on new cases are numbered as they are created. Existing cases keep the numbers they already have, and blanks can be filled in afterwards.
3. Decedent and contacts
Column | What it shows | Where it comes from | What updates it | Click to open |
Decedent | Full name | Decedent tab, General form | Your team, or the family if they entered it while arranging online | Case overview |
Decedent first name | First name only | Decedent tab, General form | Same as above | Case overview |
Decedent last name | Last name only | Decedent tab, General form | Same as above | Case overview |
Date of death | Date of death | Decedent tab, General form | Same as above | Case overview |
Pickup location | The pickup address. If none is set, it shows the place of death address instead | Decedent tab, Location form | Your team. Checking Same as residence copies the decedent's home address in | Case overview |
Informant | Informant's name, with their phone number underneath | Contact tab, Contact form | Your team, or the family if they entered it while arranging online | Case overview |
Good to know: If no decedent name has been entered yet, the Decedent columns show N/A.
4. Your team
Column | What it shows | Where it comes from | What updates it | Click to open |
Case manager | The assigned case manager | The breadcrumbs at the top of the case, or Account Details | Set automatically when the case is created: the team member who created it, or your home's primary account if a family started the case through online checkout. Your team can change it from the dropdown | Case overview |
Funeral director | The assigned funeral director | The breadcrumbs at the top of the case, or Account Details | Set automatically when the case is created to your home's default funeral director, whether your team or a family started the case. Your team can change it from the dropdown | Case overview |
Good to know:
Because Case manager is set to whoever created the case, it may not be the person actually handling it. If your team uses it to see "my cases," it's worth updating it as you go.
Your home's default funeral director and primary account are both set in Team settings. If your home has no default funeral director, the Funeral director column stays blank until someone picks one.
5. Tasks, events, and notes
Column | What it shows | Where it comes from | What updates it | Click to open |
Next task | The first task on the case's Tasks tab that isn't completed, with its priority icon | Tasks tab | Changes as tasks are completed, added, or reordered. Due dates and priority don't affect which task shows | Tasks tab |
Tasks Progress | How many tasks are done out of the total | Tasks tab | Changes each time a task is checked off or added | Tasks tab |
Next event | The soonest upcoming event, with its date and time (for example "Oct 9, 2:00 PM") | Events tab | Changes as events are added or edited, and moves on once an event's date and time pass | Events tab |
Notes | A notes icon. Click to read the case's notes in a pop-up | Notes tab | Changes when anyone on your team adds, edits, or deletes a note | Opens the notes pop-up (doesn't leave the table) |
Good to know:
Next task skips subtasks and draft tasks. If every task is done, it shows All tasks complete.
An event with a date but no time counts as midnight, so an untimed event for today drops off once the day starts.
If there are no upcoming events, Next event shows an undated event if the case has one.
6. Payments and merchandise
Column | What it shows | Where it comes from | What updates it | Click to open |
Payment status | Unpaid, Partially paid, Paid, or Overpaid | Payments tab, invoices | Changes when a payment or refund is recorded, by your team or by a family paying online | Payments tab |
Balance due | What's still owed | Payments tab, invoices | Changes when invoices change or payments come in | Payments tab |
Total paid | Everything paid so far, including non-invoice payments | Payments tab | Changes when payments or refunds are recorded | Payments tab |
Casket | Casket item(s) on the case | Payments tab, invoice line items | Changes when items are added to or removed from the invoice, by your team or through the family's online arrangement | Payments tab, merchandise section |
Cremation container | Cremation container item(s) | Same as Casket | Same as Casket | Payments tab, merchandise section |
Urn | Urn item(s) | Same as Casket | Same as Casket | Payments tab, merchandise section |
Keepsakes | Keepsake item(s) | Same as Casket | Same as Casket | Payments tab, merchandise section |
Delivery method | How the remains will be delivered (for example shipped or picked up) | Payments tab, delivery details | Set when the delivery choice is made at checkout. Your team can update it on the case | Payments tab, delivery details |
Delivery location | Where they'll be delivered | Payments tab, delivery details | Same as Delivery method | Payments tab, delivery details |
Good to know:
If a case has more than one item in a merchandise column (say, two keepsakes), click the + badge to see them all in a quick list.
For cases created before 2022, the delivery columns open the case overview instead of the delivery details.
7. Paperwork
Column | What it shows | Where it comes from | What updates it | Click to open |
DC date of filing | The death certificate filing date | Case details, filing section | Your team enters it | Case details, filing section |
DC filing status | Signing, Ordering, Received, or Released | Case details, filing section | Your team updates it as the certificate moves along | Case details, filing section |
DC working-copy status | Sent, Reviewed, or Errors reported, for the most recent working copy you sent | Forms tab, the working copy request | Shows Sent when you send it to the family. Changes to Reviewed when the family confirms it's correct and e-signs it, or to Errors reported when they say something's wrong and leave a comment. Sending a new working copy resets it to Sent | Forms tab, that request. If no request has been sent yet, the Forms tab |
Forms completion | How many digital forms are complete out of the total (for example 2 of 7) | Forms tab, digital forms | Changes as forms are filled out, by the family or your team | Forms tab, digital forms section |
Contract | The status of the most recent contract: Not signed, Partially signed, Signed, or Voided | Contracts tab | Changes as recipients sign it, or if your team voids it. Sending it doesn't change the status. Contracts from a family's online checkout start out Signed | That contract. If there's no contract yet, the Contracts tab |
Good to know:
Contract shows the most recently created contract. If that one is deleted, it shows the next most recent.
DC working-copy status only counts working copies that have been sent. Drafts don't show.
8. Integrations
These only show up in your column list if the integration is turned on for your account.
Column | What it shows | Where it comes from | What updates it | Click to open |
Sent to TMS | Sending, Sent, or Failed for the latest send to Tribute Tech | The Tribute Tech integration | Changes each time the case is sent to Tribute Tech | Not clickable |
Sent to Passare | Initial, Pending, Success, or Error | The Passare integration | Changes each time the case syncs with Passare | Not clickable |
Good to know: With the integration on, these cells stay empty until the case has actually been sent.
9. Decedent care
These only show up in your column list if Decedent care is turned on for your account.
Column | What it shows | Where it comes from | What updates it | Click to open |
Tracking ID | The decedent's tracking ID from the latest care entry | Care tab, Location | Changes when your team logs a new care entry | Care tab, latest Location entry |
Tracking location | Where the decedent is right now, from the latest care entry | Care tab, Location | Changes when your team logs a new care entry | Care tab, latest Location entry |
Personal belongings | How many belongings have been logged | Care tab, Belongings | Changes when items are logged or removed | Care tab, Belongings |
10. Why is this cell empty?
An empty cell almost always means nothing has been entered in the case yet. A few common reasons:
You see | Most likely reason | What to do |
Blank Case ID, automatic numbering off | No case number assigned yet | Type it in at the breadcrumbs at the top of the case |
Blank Case ID, automatic numbering on | The case was created before numbering was turned on. New cases get a number, older ones keep whatever they had | An admin can fill the blanks in one go from Settings > Case details > Case ID, or your team can type one in on the case |
N/A in Decedent | No decedent name entered | Fill in the Decedent tab, General form |
Blank merchandise column | No item of that type on the invoice | Add the item on the Payments tab |
Blank DC columns | Filing details haven't been entered | Fill in the filing section in Case details |
Blank DC columns, but you did enter the filing info | It was entered in a custom field your home added, not the built-in filing section. The table only reads the built-in fields | Enter it in the built-in filing section in Case details |
Blank Integrations columns | The case hasn't been sent yet | Send the case from the integration |
A column you expected is not in the table | It is switched off. 17 of the 38 columns start off for everyone | Click Columns, tick it, then Apply |
A column is not in the Columns panel at all | The related feature isn't on for your account | Reach out to us and we'll help you check |
You can click most empty cells too. They open the same spot a filled cell would, so you can add what's missing right away.
FAQ
I changed something in the case but the table still shows the old value. Why?
The table picks up changes the next time it loads. Head back to the Cases page or refresh, and you'll see the update!Can I edit a value right in the table?
Not right now. The table is for seeing everything at a glance. Click the cell to jump to the right spot in the case, update it there, and the table follows.Why don't I see the Integrations, Decedent care, or Lead Source columns?
Check the Columns panel first. These all start switched off, so the most likely answer is that they are waiting there to be ticked. If a column is not listed in the panel at all, that means the related feature isn't on for your account. Reach out and we'll check with you.Does a family's online activity update the table?
Yes! When a family pays online, completes a form, signs a contract, or reviews a death certificate working copy, the matching column updates on its own.Why does Case manager show someone who isn't working the case?
Case manager is set to the team member who created the case (or your home's primary account, if a family started it through online checkout). Update it from the breadcrumbs at the top of the case so it reflects who's actually handling it.