Creating Auto Case Numbers

1. In the Auto Case Number Generation snap-in, add a new record.

2. Select or type all required (indicated by an asterisk) and relevant data for each available field:

   • Number Type: Use the drop-down list to select the number type for which you want numbers generated. If an agency has been selected, only number types that match will be listed.
   • Agency: Use the drop-down list to select the agency you want numbers generated for. If a number type has been selected, only agencies that match will be listed.
   • Agency Display Code: Type a value if you want to include a specific agency value in the auto-generated number. If this field is left blank and the agency is selected for one of the number positions, the predefined agency code from the Agency code table will appear.

   • Position 1: This is an optional field and may be used to indicate the value that will populate the first position of the case number. Select from among the following options:

     • Year: This is the current year.
     • Case Type: The case type appears as a predefined abbreviation.
     • Agency: This is the predefined agency code unless a value is specified in the Agency Display Code field.
     • Auto-Increment: This is an auto-incremented number.

   • Separator 1: This is an optional field and may be used to indicate the value that will separate the characters in the first position of the case number from the characters in the second position of the case number. If this field is left blank, the characters in the first position and the characters in the second position will be next to each other. A "-" or "_" are commonly used separators.

   • Position 2: This is an optional field and may be used to indicate the value that will populate the second position of the case number. Select from among the same options as Position 1.
   • Separator 2: This is an optional field and may be used to indicate the value that will separate the characters in the second position of the case number from the characters in the third position of the case number. If this field is left blank, the characters in the second position and the characters in the third position will be next to each other.
   • Position 3: This is an optional field and may be used to indicate the value that will populate the second position of the case number. Select from among the same options as Position 1.
   • Separator 3: This is an optional field and may be used to indicate the value that will separate the characters in the third position of the case number from the characters in the fourth position of the case number. If this field is left blank, the characters in the third position and the characters in the fourth position will be next to each other.
   • Position 4: This is an optional field and may be used to indicate the value that will populate the second position of the case number. Select from among the same options as Position 1.
   • Generate Number if Added by Following Agency Only: If an agency is selected from this drop-down list, numbers will be generated only for new cases added by that agency.

   • Auto Increment Type: Select a code from among the following options. Once you make a selection in this field and save, you can no longer change the Auto Increment Type. After saving, if you need a different Auto Increment Type you will need to start over and create a new auto number record.

     • Globally: This increments globally for all agencies in order to assign a new number each time. Regardless of agency and case type, a previously assigned number will not be reassigned.
     • By Agency: Select to increment by agency in order to assign a new number for each case with the same agency. Cases with different agencies can be assigned the same incremented number.
     • By Case Type: Select to increment by case type in order to assign a new number for each case with the same case type. Cases with different case types can be assigned the same incremented number.
     • By Case Type and Agency: Select to increment by case type and agency in order to assign a new number for each case with the same case type and agency. Cases with different case types or agencies can be assigned the same incremented number.
     • By This Rule: Select to increment by this rule in order to assign a new number for each case with any of the case types assigned to this tracking number. For example, if three different case types are assigned to this tracking number, a new case of any of the three case types will use this auto case number generation scheme.

   • Four Digit Year: By default, this box is selected when a new record is added. If you want the year to appear as two digits instead of four digits, clear this box.

   • Reset Increment Each Year: By default, this box is selected when a new record is added. If you do not want to reset your incremented numbers for each new calendar year, clear this box.

   • Fixed Auto-Increment Digits: Type in a number to represent how many digits should be used for the auto-incremented portion of the number.

     Tip: Type a zero in this field to leave the zero-fill option turned off. For example, if you type 0 in this field, the number "3" is represented as 3. If you type 4 in this field, the number "3" is represented as 0003.

   Fast-Path: Specify Number Type, Agency, Auto-Increment Type, and Fixed Auto-Increment Digits.

3. Save the session.

4. To specify which case types numbers should be auto-generated for, click the Generate Number for the Following Case Types snap-in. This snap-in is associated with the current record selected in the Auto Case Number Generation snap-in.

5. Select the case type(s) from the Case Type list. Only case types selected from this list will have numbers auto generated for them.

   Note: Duplicate tracking numbers with the exact same agencies and case types are not allowed. You can, however, create a tracking number for a different agency with the same case types. To do this, simply change the Agency, Agency Display Code, or Generate Number if Added by Following Agency Only for one of the tracking number records in the Auto Case Number Generation snap-in and save. Once the changes are saved, then you can assign case types.

   If you assign the same case types as another tracking number and change a tracking number setting before saving, an error is displayed: "A tracking number with the same Number Type, Agency, or Agency Add By already exists for this case type". This is because the case types are checked for duplicates before checking for changes in agency information. Make sure you save the change to the tracking number (agency information) and THEN assign the same case type(s).

6. Save the session.