Content Manager 24.4 Content Manager

# Record Type Numbering page

The Record Type Properties - Numbering page enables you to set up the record numbering method for records created with this Record Type.

- Using a Number Pattern - sets the Record Type to use the number pattern set up in the Pattern field
- Based on Container
- Based on Matter Record - available for Record Types that have Records should be related to a matter in the General page selected. For information about this kind of numbering, see Based on Container, where in this case, container record means matter record.
- Based on Classification
- Using settings from another Record Type - enables a Record Type to use the numbering pattern and other settings - for example, version control - defined for another Record Type.

  For example, you may define two different Record Types with different security levels and caveats, but the same numbering pattern.

  This will display the Record Type field and make all other options on this dialogue unavailable.

  NOTE:

  - This will only let you select a Record Type that is using a number pattern, i.e. you cannot select another Record Type that is using container numbering or another Record Type that is also using another Record Type
  - You must select a Record Type that is using either a basic number pattern or a form of Classification numbering.

    Only Record Types using these numbering methods will appear in the KwikSelect list.

- Pattern - the number pattern establishes what the record number will look like for your Record Type - for example, YYYY/GGGG may look like 1998/0001 or 98/1 if using number compression.

  To prevent number compression, use a lower-case equivalent in the number pattern, for example, yyyy/ggggg.

  See Number pattern characters for further details about the types of characters that can be used in number patterns.

  NOTE: Modifying a Record Type's numbering pattern does not affect existing records created with that Record Type.

- Start Numbering After - sets the starting number for any new records created in the Record Type.

  It may also indicate how many records have been created using this record number pattern.

  If your number pattern uses the K or L characters, put the character that is to go in its place within this edit box.

  For example, a number pattern that looks like KKKYYYY/GGGG may be set up as PER2005/0001 in the Start Numbering After field.

  See More about record numbering.

  NOTE: The K constant character always appears in upper case in the numbering pattern.

- Reset Generated Numbers at Year's End - select for your numbers to restart at 1 at the beginning of a new year.

  This is especially applicable to records that are allocated a year and single number.

  Therefore, your numbering pattern needs to have a YYYY and/or a GG component.

- Confirm Each Generated Number - select if you want Content Manager to ask for confirmation before creating each new record.

  Content Manager will prompt you to click OK to verify the number or you can click Cancel and not create the record, which enables you to view the number before saving.

- Part Numbering - this section enables you to determine how new parts will be numbered by this Record Type:
  - Record Type does not allow New Parts to be Created - prevents any parts being created for records in the Record Type
  - Use the next Generated Record Number - sets all new parts created in this Record Type to use the next available generated record number in the Record Type
  - Use Part Number - sets all new parts created in this Record Type to retain the existing record number and allocate a part number, for example, -02.

    If this option is selected, then the following options will become available:

    - Part Separator - if selected, you have to set the part separator - for example, the hyphen (-) in 97/1234-02 is the part separator.

      To avoid confusion, Content Manager requires that the part number separator is different from any other characters used in a numbering or starting number pattern.

      NOTE: If you use the tilde character (~) as the part separator and your database is running in Oracle, you will need to add a second tilde (~) to the Maximum Alpha String value so that when searches are performed, the SQL is constructed correctly.

      This is in Content Manager Enterprise Studio - Datasets - right-click your dataset - Properties - Options tab.

      The default for Oracle is one tilde (~). This needs to be double tilde (~~).

    - Compress Part Number - select to compress the leading zero of part numbers - for example, part 2 of record number 97/1234 would appear as 97/1234-2 when compressed and 97/1234-02 when not compressed.

      TIP:

      - Use a separator that will not be part of the number pattern of any possible container records
      - Use a separator that will not be part of the number pattern of any possible Classification records
    - Automated Part Rule - select the default automated part rule you want to apply to the selected Record Type.

      See Automated part rules for further details.

    - Maximum parts - set the maximum number of parts that can be created.

    NOTE: The displayed part number format is dependent on the set maximum number of parts allowed, that is:
    - if the maximum parts allowed is less than 10, the record number will be displayed with a single digit after the part separator.
    - if the maximum parts allowed is 10 up to 99, the record number will be displayed with two digits after the part separator.
    - if the maximum parts allowed is greater than 99, the record number will be displayed with three digits after the part separator.

- Use Version Numbering when creating new Versions - when a new version of a record is created, it will retain the same stem number as the previous version, but gets an incremental version number appended to it in the format [vX].

  For further details, see Version control.

  NOTE: Version numbering is only available for a Record Type that does not currently use part numbering.

  If you activate version numbering and click OK, a warning message will prompt you to turn off part numbering.

  To do this, select the option Record Type does not allow New Parts to be Created.

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Version 24.4 | Last updated October 2024
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Product: Content Manager 24.4

Topic Title: Numbering page