Expression Configuration for Auto Numbering Dialog Box

Use the Expression Configuration for Auto Numbering dialog box to create new identification numbers automatically, based on existing fields in the selected Info Center. When you use Expressions, you can create an auto number format based on any of the fields in the Projects, Employees, Vendors, Clients, Opportunities, and Marketing Campaigns Info Centers.

This dialog box includes a Sample Value field which changes to reflect the selections made in the Employee Auto Number Format grid. Refer to the Sample Value field each time that you change the auto number structure to view a sample of the new numbering format.

Location

To display the dialog box, complete the following steps:

1. From the Vision Navigation menu, click Configuration > General > System Settings.
2. Click the Numbering tab.
3. In the Auto Number Source field, select Expression from the drop-down list.
4. In the Auto Number format box, click .

Contents

Field	Description
Charge Type	The Charge Type drop-down list is only available for the Project Info Center and only when Vision Accounting is enabled. Select Overhead, Regular, or Promotional and create different auto numbering rules for each specific 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. When the Print Preview form displays, 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 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 this 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 you insert, delete, or move a grid row, the Sample Value updates to reflect the change. If the number has one or two delimiters in Key Formats, then Vision automatically places this delimiter 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 info center, then Vision displays an error message that states that you must change the key format before you can apply the auto number format.

Field	Description
Insert	Inserts a blank row on the grid. You can have a maximum of five rows on the Auto Number Format grid.
Copy	Copies the current row and places it on the next row of the grid.
Delete	Deletes the current row from the grid. Vision prompts you to confirm the deletion. Click Yes to delete.
Move Up	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.
Move Down	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.
Item	Use this drop-down list to 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, 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 Vision automatically enters Maryland 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.
Default Value	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 Vision automatically enters Maryland 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.
Actual Length	This field displays the full length of the selected Item.
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. Vision defaults to 1 as the Start Position. This field is disabled if values were 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 defined in the Actual Length field. This field is disabled if values were established in the Map Values column.
Map Values	Use the Map Values 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 within a field. This enables better customization of the auto number to match your business requirements. When values are mapped, Vision disables the Length Used in Number and Start Position grid columns. These columns 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 in Vision in order 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 in Vision.
Reset Sequence	Use Reset Sequence to determine if that field is used when resetting the numbering sequence. Vision selects this option by default. 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
Sequence Number Length	A sequential number is always added to the end of the auto number. The Sequence Number Length 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), Vision prompts you to change your entry.
Starting Sequence Number	Enter a number to use as the starting number for the sequence. This is the actual number that Vision will begin the sequence with.
Sequence Number Position	Enter the number that corresponds to the position where the sequence number starts.
Sample Value	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, Vision automatically updates the Sample Value to reflect those changes.