Use the Auto Number Format grid to specify the values for the auto number expression. These values configure the format for the auto number.
Field | Description |
Insert
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Inserts a blank row on the grid. You can have a maximum of five rows on the Auto Number Format grid.
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Copy
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Copies the current row and places it on the next row of the grid.
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Delete
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Deletes the current row from the grid. You must confirm the deletion. Click
Yes to delete.
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Move Up
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Moves the selected row up, one row at a time, within the grid. The rows in this grid dictate the order in which the fields are used to populate the auto number.
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Move Down
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Moves the selected row down, one row at a time, within the grid. The rows in this grid dictate the order in which the fields are used to populate the auto number.
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Item
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Use this drop-down list to select the field to use as a basis for the auto number.
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Default Value Description
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Enter a default value description for the item. If you select a
Default Value from a code table, then
Default Value Description automatically populates 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, Maryland displays as the description.
This field gives meaning to the
Default Value. If you base the field on any other type of field, then this field is required and you can enter any text.
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Default Value
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Enter the default value for the item. This value displays in the desired position within 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 selected is from a code table, Vision automatically populates the
Default Value Description 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.
If the field specified for the auto number is not completed on a new record when the user clicks
Save, then the default value is used.
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Actual Length
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This field displays the full length of the selected Item.
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Start Position
|
Enter the position at which Vision begins populating the number. For example, if the
Start Position is
3, then the first two characters of that item are ignored and the auto number begins populating with the third character.
The default Start Position is
1.
This field is disabled if values were established in the
Map Values column.
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Length Used in Number
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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 defined in the
Actual Length field.
This field is disabled if values were established in the
Map Values column.
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Map Values
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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 Vision 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. Use this dialog box to define the values and associated numbers to merge into a code. The grid has two columns:
-
Value in Vision: 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 Vision 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.
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Reset Sequence
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Use
Reset Sequence to determine if that 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 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
|
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Sequence Number Length
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A sequential number is always added to the end of the auto number. This number is calculated by taking the Info Center number set from the Key Format utility, minus the sum of characters specified in the Info Center field. You may 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 Info Center number.
If the
Sequence Number Length is an invalid number (negative or out of the acceptable range), you are prompted to change your entry.
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Starting Sequence Number
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Enter a number to use as the starting number for the sequence.
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Sequence Number Position
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Enter the number that corresponds to the position where the sequence number starts.
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Sample Value
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Refer to this field for 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
Auto Number Format grid, the
Sample Value updates to reflect those changes.
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