Use the Auto Numbering screen to create and maintain File ID and Enactment Number sequences by file type, which the system can automatically increment and assign to files at specific points in the legislative process.
The system typically assigns a File ID number when users click New in the Files module.
The system typically assigns an Enactment Number when a specific action is taken that is designated as the final action, such as when the Primary Legislative Body passes a file during the process of recording the minutes or upon approval by the Mayor.
Each file type can have a different auto-number sequence or file types can share the same sequence. You can also use this screen to set separate Enactment Number sequences for Ordinances, Resolutions and other file types.
From the left menu, click Legislative Files, then click Auto-Numbering. The screen displays a list of previously added auto-numbers.
Click New. The following fields are displayed:
Complete the following fields (fields with asterisks are required):
Item
Description
*Key Name
Enter a name for the auto-key sequence. Click the light bulb icon for suggestions for names e.g., General File ID, Executive Order ID, Resolution Enactment Number, Ordinance Enactment Number; select the suggestion if you want to use it. The Key Name field displays the name.
Prefix
Enter the prefix for each auto number generated in this sequence, if necessary. Examples of its use are YY- to indicate the year, or RE- to indicate that it is a resolution. A preview pane shows you what the number will look like when you add a prefix.
Next Number
Enter a number that is incremented each time the auto-number key is used. A preview pane shows you what the number will look like when you add a number.
Suffix
Enter the suffix added to the end of each auto number generated in this sequence, if necessary. A preview pane shows you what the number will look like when you add a suffix.
