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Generating New Serial Numbers for Cases, Leads, and Evidence


Sometimes, the serial number automatically generated for the lead, evidence, or case record may be unsuitable and may need to be updated. Using the Regenerate All button, a case record and many of its associated serialized records (evidence items, attachments, and so on) are assigned a new serial number.

For example, if you select a case record with a serial number of NY-2B-7 which has an associated item of evidence with the number NY-2B-7-5 and click Regenerate All, the numbers for both are updated. The new serial number for the case could be NY-2B-9, which means that the new serial number for the evidence record is NY-2B-9-5.

See About Serialization Rules for more information about serialization.

Generating New Serial Numbers Using the Regenerate All Button

Perform the following procedure to generate new serial numbers from the Cases, Leads, and Evidence screens. The Regenerate All button behavior differs slightly from screen to screen:

    • When you click Regenerate All from the Cases screen, the serial numbers for the current case, evidence, and attachments records are allocated a new serial number. Lead serial numbers remain unchanged. See Generating New Serial Numbers for Case Leads for more information.
    • When you click Regenerate All from the Evidence screen, the serial numbers for the current evidence record and any attachments are regenerated. All subevidence and related evidence records remain unchanged.
    • When you click Regenerate All from the Leads screen, the serial numbers for the current lead record and any attachments are regenerated. All sublead records remain unchanged. See Generating Serial Numbers for Subleads for more information.

To generate a new serial number for a lead, item of evidence, or case

  1. Navigate to the Leads screen > Lead List, Evidence screen > Evidence List, or Cases screen > Cases List view.
  2. Select the record to be updated with a new serial number.
  3. Click Regenerate All.

    The case, evidence, or lead serial number is updated, together with the appropriate associated records like attachments.

Generating New Serial Numbers for Case Leads

Perform the following procedure when you want to generate a new serial number for a lead associated with a case.

This procedure allows you to generate a new lead serial number directly from the Case screen's Lead view. An alternative to this procedure is to simply note the lead name, navigate to the Leads screen and regenerate the lead serial number from there, as described in Generating New Serial Numbers Using the Regenerate All Button.

To generate a new serial number for a case's leads

  1. Navigate to the Cases screen > Cases List view.
  2. Select a record and drill down on the Case Name field.
  3. Click the Leads view tab.
  4. Select the lead record (or records) which need to be updated with a new serial number.
  5. Click Regenerate All.

    The lead serial number is updated.

Generating Serial Numbers for Subleads

Perform the following procedure to generate new serial numbers for any lead record's subleads. An alternative to this procedure is to simply note the lead name, navigate to the Leads screen and regenerate the lead serial number from there, as described in Generating New Serial Numbers Using the Regenerate All Button.

NOTE:  The format of a sublead's serial number changes if you regenerate it from the Leads screen. This is because the serialization rule triggered is different. Serialization in the Leads screen is performed by the Case Lead rule, while serialization in the Leads screen > Leads List > Sub-Lead view is performed by the Lead Sub-Lead Rule. See About Serialization Rules for more information.

To generate a serial number for a sublead

  1. Navigate to the Leads screen > Lead List view.
  2. Select a record and drill down on the Lead Name field.
  3. Click the Sub-Lead view tab.
  4. Select the sublead record which needs to be updated with a new serial number.
  5. Click Regenerate.

    The sublead serial number is updated.

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