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Folios

Why this matters

Every contact, company, lead, case, quote, and invoice has a folio: a short, unique identifier like CON251, PRE158, FAC076. The folio replaces the long name when you talk internally ("case CAS118") or reference a billing in a customer 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, COM = company, PRO = lead, CAS = case, PRE = quote, FAC = invoice).
  • A sequential number growing by one.

Some companies include the year or the responsible sales rep'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 — ZaazCRM uses the next available number. This guarantees no two records share a folio within the business.

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). ZaazCRM 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: when you talk about a record, use its folio. "I need your opinion on quote PRE158 for Acme Corp" is far easier to trace than "the Acme quote" — especially if you have several quotes for the same account.

When you send an email from ZaazCRM, 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 contacts and deleted them, the folios are "consumed" and the next ones start at the following number. Normal.
  • Folios are per-company, not global. Your CAS118 and another business's CAS118 are different records. Don't share them with people outside your organization without context.

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