Understanding Workflow Case Numbering - Honeywell DOC4000 - 7.3 - Help - Intergraph

DOC4000 Help

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Honeywell DOC4000
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PAS Version
7.3

By default, DOC4000 provides a unique, generated number as the case number. The case number must be unique, so DOC4000 uses the current date and an index number to create the default case number.

With the PAS Workflows asset model version 2.5.1 or later, the CreateCaseID function provides additional case numbering support for a prefix value and a manually specified case number. If you are using a previous version of the PAS Workflows asset model, contact Technical Support for assistance with updating your CreateCaseID function.

You can also modify the case numbering function to create the case numbering you want. The CreateCaseID function definition in the PAS Workflows asset model can be modified through Asset Model Builder. When you modify the CreateCaseID function, you can also incorporate common fields with names that you define.

Prefix for the Case Number

When you define a workflow, you can specify a prefix for all cases that use that workflow. On the Workflows page in the Admin Utility, select the workflow and then specify the prefix value in the Prefix field in the Workflow Details area of the window. If you leave the Prefix field blank, DOC4000 does not use a prefix for cases that use that workflow. DOC4000 applies the prefix value to the case number using the following format:

prefix-YY-number

  • prefix - Identifies the prefix for the workflow. If you do not specify a prefix, DOC4000 does not include the prefix or the hyphen at the start of the number.

  • YY - Indicates the two-digit year, such as 18 for 2018.

  • number - Identifies the unique number for the case. If you choose to use a manually specified case number, this portion of the case number is controlled by the rules for that specified value.

Manually Specified Case Number

If you want to allow users to manually specify the case number for a new case, you can create a Case Entry # common field. The name of the common field must be Case Entry # and you must check the Case Type filter when starting a new case check box for that field. You can create one global Case Entry # common field, or you can create a category-specific Case Entry # common field in one or more categories. For more information, see Defining Common Fields.

When a user creates a case, DOC4000 can prompt the user for the Case Entry #. The user can specify an alphanumeric value, up to 100 characters, and DOC4000 then uses the specified value as the case number. If the specified value is not unique, DOC4000 appends a three-digit index number to the end of the specified value to make it unique.

If you do not specify a prefix and you use the default case numbering without the Case Entry # common field, or if the user does not specify a value in the Case Entry # common field, DOC4000 sets the case number to a unique numeric value without hyphens.

If a user specifies a Case Entry # value of more than 100 characters, processing errors can occur.