Contents of the Expression Configuration for Auto Numbering Dialog Box

Use these fields and options to create new identification numbers automatically, based on existing fields in the selected hub.

Field	Description
Charge Type	This drop-down list is only available for the Projects hub and only when Accounting is enabled. Select Overhead, Regular, or Promotional and create different auto numbering rules for each charge type.
Auto Number Format Drop-down	Click the drop-down arrow on a grid header to complete any of the following actions: To print grid data, click Print. On the Print Preview form, click File > Print to send the grid data to your default printer. To export grid data to an Excel spreadsheet, click Export to Excel. When Microsoft Excel opens, use its features to modify, print, or email the grid data, or to save the spreadsheet file locally. To turn on grouping for a grid, click Enable Grouping. When a field displays with the instruction: "Drag a column header here to group by that column," drag and drop column headers into the field, in the sequence that you want them to display. Not all options are available on all grids.

Auto Number Format Grid

Use the Auto Number Format grid to specify the values for the auto number expression. These values configure the format for the auto number.

• The rows in this grid dictate the order in which the fields are used to populate the auto number
• Each time that you insert, delete, or move a grid row, the Sample Value field updates to reflect the change. If the number has one or two delimiters in Key Formats, the delimiter automatically displays in the appropriate position.
• If you attempt to save the auto format but it does not match the existing key format established for the respective hub, an error message prompts you to change the key format before you apply the auto number format.

Field	Description
Insert	Click this option to open a blank row on the grid. You can have a maximum of five rows on the Auto Number Format grid.
Copy	Click this option to copy the current row into the next row of the grid.
Delete	Select a row and click this option to delete it from the grid. You must confirm the deletion.
Move Up	Moves the selected row up, one row at a time, in the grid. The sequence of the rows in this grid dictates the order in which the fields are used to populate the auto number.
Move Down	Moves the selected row down, one row at a time, in the grid.
Item	Select the field to use as a basis for the auto number.
Default Value Description	Enter a default value description for the item. If you select a default value from a code table, this field automatically populates with the description of that value. This field gives meaning to your entry in the Default Value field. If you base the field on any other type of field, then this field is required and you can enter any text.
Default Value	Enter the default value for the item. This value displays in the appropriate position in the auto number sample. The default value is used in the auto number when that item is blank for that record, or if the value in that item is not listed in Map Values. For example, if the auto number is based on Project Type and a record has no value in the Project Type field, then the default value is used. If the default value that you select is from a code table, DPS automatically populates the Default Value Description field with the description of that value. For example, if you base a number on the States code table and choose MD as the Default Value, then Maryland displays as the description.
Actual Length	This field displays the length, in characters, of the selected Item.
Start Position	Enter the position at which DPS begins populating the number. For example, if you enter 3, then the first two characters of the item are ignored and the auto number begins populating with the third character. This field is disabled if values are established in the Map Values column.
Length Used in Number	This field defaults to the actual length used for the number. You can modify this length, to use only part of the field in the code. This field's maximum is equal to the length that you specify in the Actual Length field. This field is disabled if values are established in the Map Values column.
Map Values	Use this field to map values for lookups, drop-downs, check boxes, and the current month and year. Mapping values creates a relationship between data where DPS substitutes the map value instead of the actual value entered in a field. This enables better customization of the auto number to match your business requirements. When values are mapped, the Length Used in Number and Start Position grid columns are disabled and remain disabled until the value in the Map Values field is removed. Click to access the Value Map dialog box, which you use to define the values and associated numbers to merge into a code. The grid has two columns: Value in DPS: Click to access the lookup related to the current item in the Auto Number Format grid. Select the value that you want to map. Value for Use in Number: Enter a value for each Value in DPS listed. You can enter the same value for multiple values, to merge them into one code. For example, you can specify the value ED for the education project types, K-12 and College. After you map and save the values, the Map Value column displays <Values Mapped>. The user can delete rows from this grid if the default value should be used for that value.
Reset Sequence	Use this option to determine if a given field is used when resetting the numbering sequence. For example, If the auto number is based on the project type and the Reset Sequence option is selected, then the Auto Number resets when the project type changes. Project Type Auto Number Project 1 HC HC000 Project 2 HC HC001 Project 3 ED ED000 Project 4 ED ED001 Project 5 XR XR000 However, for the same projects, if the Reset Sequence option is not selected, the auto numbering is sequential regardless of the project type. Project Type Auto Number Project 1 HC HC000 Project 2 HC HC001 Project 3 ED ED002 Project 4 ED ED003 Project 5 XR XR004
Sequence Number Length	A sequential number is always added to the end of the auto number. This number is calculated by taking the hub number length, set via the Key Format utility, and subtracting the sum of characters specified in the hub field. You can enter a new value in this field, but the value must result in the total number of characters equal to the specified maximum length for the hub number. If the entry in this field is an invalid number (negative or out of the acceptable range), you are prompted to change your entry.
Starting Sequence Number	Enter a number to use as the starting number for the sequence.
Sequence Number Position	Enter the number that corresponds to the position where the sequence number starts.
Sample Value	This field displays a sample value of the auto number, based on the formats entered in the Auto Number Format grid. As you make changes to the rows in the grid, this field updates to reflect those changes.