By using Prefixes, it becomes easier to identify which form a case originates from. Using Global Case Numbers can influence the type of sequential numbering assigned to your cases.
Under Case Management » Settings » and General tab, you will find the relevant settings. Below, we outline important considerations when utilizing these features.
Administrators have the ability to modify the settings for displaying Case Prefixes (A) and Global Case Numbers (B) by toggling these functions on or off.
A. Case Abbreviation - Prefix
By enabling this feature, the Case Abbreviation can display a prefix in front of the case number. In addition to administrators, any user with access to the form and the Edit Form permission can modify the prefix name.
- The case abbreviation can be added either during the creation of the form or later by navigating to the specific form and clicking on its name or icon.
- The case abbreviation has a limit of 10 characters and will remain the same regardless of the user's profile language settings compared to the site's language.
- The case abbreviation can also be utilized in communication through Addons » Send Message.
💬 Tip: Utilizing Prefixes can be an effective way to differentiate cases from various forms. For example, in the Supplier Complaint form, you might use the prefix "SC," resulting in a case number like SC756.
B. Global Case Numbers
When the Global Case Numbers feature is disabled (inactive), each case created within the same form is assigned a sequential number. This means that the first case created in a specific form will receive the number 1, the next case will receive number 2, and so on.
When Global Case Numbers is disabled, it is possible for cases with the same case number to exist, as they may belong to different forms.
When the Global Case Numbers feature is enabled, each case is assigned a unique case number regardless of the form it belongs to. This means that the first case created in the system will receive the case number 1, the second case will receive number 2, and so forth, irrespective of the form used.
When Global Case Numbers is enabled, the system ensures that no two cases can share the same case number, maintaining unique identifiers for every case created.
Note: The Global Case Numbers feature can be toggled on or off at any time. The system retains both the unique number and the global case number, allowing it to determine which number to display based on the current setting.
❗However, be aware that changing this setting after a period of use in the system will result in existing cases receiving new case numbers. This may affect search queries that rely on specific case numbers, and any users who have memorized case numbers will find that those numbers no longer correspond to the correct cases.
In summary
- Using prefixes can help differentiate between forms, making it easier to reference or search for specific cases.
- As an administrator, you have the option to determine whether your site will utilize unique (global) case numbers or a sequential numbering system for each individual form.
Last updated: 7 February, 2025