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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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.
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Copy
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Click this option to copy the current row into the next row of the grid.
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Delete
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Select a row and click this option to delete it from the grid. You must confirm the deletion.
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Move Up
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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.
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Move Down
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Moves the selected row down, one row at a time, in the grid.
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Item
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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, 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.
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Default Value
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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.
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Actual Length
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This field displays the length, in characters, of the selected Item.
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Start Position
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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.
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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 that you specify in the
Actual Length field.
This field is disabled if values are 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
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.
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Reset Sequence
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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
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Project 1
|
HC
|
HC000
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Project 2
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HC
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HC001
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Project 3
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ED
|
ED000
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Project 4
|
ED
|
ED001
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Project 5
|
XR
|
XR000
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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
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Project 1
|
HC
|
HC000
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Project 2
|
HC
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HC001
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Project 3
|
ED
|
ED002
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Project 4
|
ED
|
ED003
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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 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.
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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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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.
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