Auto Case Numbering

The automatic case numbering system uses a single record in a single table to generate case numbers.

This record is added to each time a new case number is created.

The case number is generated in a specific format. For example, in the case number 18E-1000448,

The first two digits of the number represent the year the case was opened;

The ‘E’ shows that an eligibility slip was filled out. If the case was started on the Client Intake screen, there would be no “E”;

The dash in the number makes it easier to read;

The office number follows the dash

Example: Single digit office number – 18E-3004545; two digit office number – 18E-22004546).

Following the office number is a sequential 6 digit number

Access allows 255 simultaneous users. If a person auto generates a case number on Eligibility (or Client Intake if the case started there), this number will not be reused.

In addition, since the case number is shared by Eligibility and Client Intake, there might be gaps in the numbers. This can occur for two different reasons. Let’s take a look using single digit numbers for simplicity:

i) On the Eligibility slip the intake worker might stop filling out the intake and abandon it without saving it. Therefore the numbers might run 1, 2, 3, 5, 7, 8, 9 etc. The numbers 4 and 6 were abandoned.

ii) On the Client intake this might be even more pronounced. The numbers might be 1, 3, 5, 8, 9 etc. The numbers 4 and 6 were abandoned on the Eligibility Slip and therefore couldn’t be transferred. The numbers 2 and 7 might be applicants who failed the eligibility test and therefore did not become clients.

You can change the number used for your next case number by changing the value of the single record in the subCounters table.

i) To do this, go to Admin Setup Tables Zset – Sets the next Case Number.

ii) When the form comes up, change the number to the value you want on your next case number. Normally users will set this to the number 1 for the New Year.

iii) Note: You must be cautious when doing this and only do it at the beginning of each year BEFORE any new cases have been entered. Otherwise there is a chance of duplicate case numbers.

iv) Example:

(a) A person changes the number to 1 AFTER three cases have been entered. These cases are 18-100, 18-101 and 18-102.

(b) Everything is fine until September when the office reaches case number 18-099.

(c) The next attempt to create a case number fails and locks up the system since it would be a duplicate.

(d) You would then have to reset the number to 103 so that the duplicates are excluded.

v) It is possible to change the case numbering scheme. However, this requires code writing, is complex and beyond the scope of these instructions. If it is changed, these changes must go into multiple places including:

(a) Client Intake

(b) Eligibility Slip

(c) Duplicate button

(d) The Client Lookup

(e) And several other locations

vi) Unless there is an overwhelming reason, you shouldn't attempt to change a case number once it's been entered on a client intake. This is because you would need to go through and change the case number in:

(a) Conflict

(b) Time

(c) Calendar

(d) PBI

(e) Referrals

(f) Eligibility

(g) Trust

(h) Call back

(i) Litigation and

(j) Others, such as any Special Programs you have created.

While it is likely that not all of these had records added, you would have to check. Changing is thus possible but difficult.