> For the complete documentation index, see [llms.txt](https://docs.monolithforensics.com/monolith/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.monolithforensics.com/monolith/monolith-features/settings/item-labels.md).

# Item Labels

Monolith supports custom DYMO label templates for evidence items, storage items, and people records such as clients and contacts.

Custom labels can include static text, barcodes, QR codes, and Monolith variables. When a label is printed, Monolith replaces each variable with the matching value from the item being printed.

### Adding Labels

To add a label template:

1. Open **Settings**.
2. Select **Item Labels**.
3. Click **Add Label**.
4. Upload your `.dymo` label file.
5. Save the label template.

After a label has been added, it can be selected when printing supported item labels from Monolith.

### Working With Variables

Monolith variables allow your DYMO labels to automatically populate with information from Monolith records.

For example, an evidence label can include the evidence number, case number, evidence type, current location, linked contact, UUID, or other supported values.

There are two supported variable formats:

| Syntax | Example                          | Notes                                                                                                         |
| ------ | -------------------------------- | ------------------------------------------------------------------------------------------------------------- |
| Modern | `{{ evidence.evidence_number }}` | Recommended for all new labels.                                                                               |
| Legacy | `#evidence_number`               | Still supported for older labels. Avoid using this format for new labels when a modern variable is available. |

{% hint style="info" %}
Modern variables are recommended for new label templates. Legacy variables are still supported for compatibility with older labels.
{% endhint %}

### How Variables Work

Variables are placeholders typed into text fields, barcode fields, or QR code fields in a DYMO label template. When the label prints, Monolith replaces each placeholder with the matching data value.

A few things to know:

* Variables are case-insensitive.
* Variables only populate when they apply to the item being printed.
* If the underlying field is empty, the variable prints as a blank value.
* Special characters such as `&`, `<`, `>`, `"`, and `'` are automatically escaped so they render correctly on the label.
* QR codes and barcodes can be created by pointing the code field to a supported UUID or short UUID variable.

### Organization Variables

Organization variables are available across label types and are pulled from your organization settings.

| Modern Variable              | Legacy Variable | Description                       |
| ---------------------------- | --------------- | --------------------------------- |
| `{{ organization.name }}`    | `#org_name`     | Your organization's name.         |
| `{{ organization.address }}` | `#org_address`  | Your organization's address.      |
| `{{ organization.city }}`    | `#org_city`     | Your organization's city.         |
| `{{ organization.state }}`   | `#org_state`    | Your organization's state.        |
| `{{ organization.postal }}`  | `#org_postal`   | Your organization's postal code.  |
| `{{ organization.phone }}`   | `#org_phone`    | Your organization's phone number. |
| `{{ organization.website }}` | `#org_website`  | Your organization's website URL.  |

### Evidence Variables

Evidence variables are available when printing a label for an evidence item.

| Modern Variable                   | Legacy Variable                                                   | Description                                                                                                           |
| --------------------------------- | ----------------------------------------------------------------- | --------------------------------------------------------------------------------------------------------------------- |
| `{{ evidence.evidence_number }}`  | `#evidence_number`                                                | The evidence number or name.                                                                                          |
| `{{ evidence.case_number }}`      | `#evidence_case_number` or `#case_number`                         | The case number for this evidence item.                                                                               |
| `{{ evidence.case_name }}`        | `#evidence_case_name`, `#evidence_case_ref`, or `#case_reference` | The case name or reference for this evidence item.                                                                    |
| `{{ evidence.location }}`         | `#evidence_location` or `#location_name`                          | The current location of the evidence item.                                                                            |
| `{{ evidence.type }}`             | `#evidence_type`                                                  | The evidence type.                                                                                                    |
| `{{ evidence.brand }}`            | `#evidence_brand`                                                 | The manufacturer or service provider.                                                                                 |
| `{{ evidence.model_number }}`     | `#evidence_model_number`                                          | The evidence model number.                                                                                            |
| `{{ evidence.item_name }}`        | `#evidence_item_name`                                             | The evidence item or device name.                                                                                     |
| `{{ evidence.serial_number }}`    | `#evidence_serial_number`                                         | The serial number or account name.                                                                                    |
| `{{ evidence.size }}`             | `#evidence_size`                                                  | The evidence size in selected units.                                                                                  |
| `{{ evidence.description }}`      | `#evidence_description`                                           | The description or notes.                                                                                             |
| `{{ evidence.organization }}`     | `#evidence_organization`                                          | The organization name of the client this evidence was collected for, pulled from the client associated with the case. |
| `{{ evidence.parent }}`           | `#evidence_parent`                                                | The parent evidence name, if applicable.                                                                              |
| `{{ evidence.progress }}`         | `#evidence_progress`                                              | The current evidence progress.                                                                                        |
| `{{ evidence.intake_timestamp }}` | `#evidence_intake_timestamp`                                      | The evidence intake timestamp.                                                                                        |
| `{{ evidence.received_by }}`      | `#evidence_received_by`                                           | The person who received this item at intake.                                                                          |
| `{{ evidence.received_from }}`    | `#evidence_received_from`                                         | The person who provided this item at intake.                                                                          |
| `{{ evidence.acquired }}`         | `#evidence_acquired`                                              | Whether data has been collected from this item.                                                                       |
| `{{ evidence.acq_count }}`        | `#evidence_acq_count`                                             | The number of acquisitions for this item.                                                                             |
| `{{ evidence.photographed }}`     | `#evidence_photographed`                                          | Whether this item has been photographed.                                                                              |
| `{{ evidence.photo_count }}`      | `#evidence_photo_count`                                           | The number of photos for this item.                                                                                   |
| `{{ evidence.has_child }}`        | `#evidence_has_child`                                             | Whether this item has child evidence.                                                                                 |
| `{{ evidence.child_count }}`      | `#evidence_child_count`                                           | The number of child evidence items.                                                                                   |
| `{{ evidence.kind }}`             | `#evidence_kind`                                                  | Whether this item is a parent or child evidence item.                                                                 |
| `{{ evidence.linked_contact }}`   | `#evidence_linked_contact`                                        | The linked contact, such as a custodian, suspect, victim, or other association.                                       |
| `{{ evidence.uuid }}`             | `#evidence_uuid`                                                  | The UUID for this evidence item. Use this value to generate a QR code for scanning in Monolith.                       |
| `{{ evidence.short_uuid }}`       | `#evidence_short_uuid`                                            | The short UUID for this evidence item. Use this value to generate a barcode for scanning in Monolith.                 |

{% hint style="warning" %}
The legacy variable `#evidence_device_name` still resolves, but it has been replaced by `#evidence_item_name` and `{{ evidence.item_name }}`. Do not use `#evidence_device_name` on new label templates.
{% endhint %}

### Storage Variables

Storage variables are available when printing a label for a storage item.

| Modern Variable                | Legacy Variable                         | Description                                                                                          |
| ------------------------------ | --------------------------------------- | ---------------------------------------------------------------------------------------------------- |
| `{{ storage.storage_number }}` | `#storage_number`                       | The storage item number.                                                                             |
| `{{ storage.case_number }}`    | `#storage_case_number`                  | The case number, if the item is assigned to a case.                                                  |
| `{{ storage.case_name }}`      | `#storage_case_name`                    | The case name, if the item is assigned to a case.                                                    |
| `{{ storage.type }}`           | `#storage_type`                         | The storage item type.                                                                               |
| `{{ storage.make }}`           | `#storage_make`                         | The storage item manufacturer.                                                                       |
| `{{ storage.model_name }}`     | `#storage_model_name`                   | The storage item model name.                                                                         |
| `{{ storage.model_number }}`   | `#storage_model_number`                 | The storage item model number.                                                                       |
| `{{ storage.serial_number }}`  | `#storage_serial_number`                | The storage item serial number.                                                                      |
| `{{ storage.size }}`           | `#storage_size`                         | The storage item size in selected units.                                                             |
| `{{ storage.description }}`    | `#storage_description`                  | The description or notes.                                                                            |
| `{{ storage.date_created }}`   | `#storage_date_created`                 | The storage item creation date.                                                                      |
| `{{ storage.location }}`       | `#storage_location` or `#location_name` | The item's current location, if applicable.                                                          |
| `{{ storage.uuid }}`           | `#storage_uuid`                         | The UUID for this storage item. Use this value to generate a QR code for scanning in Monolith.       |
| `{{ storage.short_uuid }}`     | `#storage_short_uuid`                   | The short UUID for this storage item. Use this value to generate a barcode for scanning in Monolith. |

### Case Variables

Case variables are available when there is a case context for the label, such as when the item being printed is associated with a case.

Case variables use the modern syntax only.

| Modern Variable          | Description                       |
| ------------------------ | --------------------------------- |
| `{{ case.case_number }}` | The case number.                  |
| `{{ case.case_name }}`   | The case name.                    |
| `{{ case.type }}`        | The case type.                    |
| `{{ case.status }}`      | The case status.                  |
| `{{ case.description }}` | The case synopsis or description. |
| `{{ case.uuid }}`        | The case UUID.                    |

### Client Variables

Client variables are available when a client is associated with the label.

Client variables use the modern syntax only.

| Modern Variable             | Description                             |
| --------------------------- | --------------------------------------- |
| `{{ client.name }}`         | The client name.                        |
| `{{ client.address }}`      | The client address.                     |
| `{{ client.city }}`         | The client city.                        |
| `{{ client.state }}`        | The client state or province.           |
| `{{ client.postal }}`       | The client postal code.                 |
| `{{ client.organization }}` | The client organization, if applicable. |
| `{{ client.phone }}`        | The client office phone number.         |
| `{{ client.mobile }}`       | The client mobile phone number.         |
| `{{ client.email }}`        | The client email address.               |
| `{{ client.type }}`         | The client or contact type.             |
| `{{ client.notes }}`        | The client notes or description.        |
| `{{ client.uuid }}`         | The client UUID.                        |

### People Variables

People variables are available when printing a label for a contact or association, such as a client, custodian, suspect, victim, or other related person.

| Modern Variable             | Legacy Variable        | Description                                        |
| --------------------------- | ---------------------- | -------------------------------------------------- |
| `{{ people.name }}`         | `#association_name`    | The client or contact name.                        |
| `{{ people.address }}`      | `#association_address` | The client or contact address.                     |
| `{{ people.city }}`         | `#association_city`    | The client or contact city.                        |
| `{{ people.state }}`        | `#association_state`   | The client or contact state or province.           |
| `{{ people.postal }}`       | `#association_postal`  | The client or contact postal code.                 |
| `{{ people.organization }}` | `#association_org`     | The client or contact organization, if applicable. |
| `{{ people.phone }}`        | `#association_phone`   | The client or contact phone number.                |
| `{{ people.mobile }}`       | `#association_mobile`  | The client or contact mobile phone number.         |
| `{{ people.email }}`        | `#association_email`   | The client or contact email address.               |
| `{{ people.type }}`         | `#association_type`    | The client or contact type.                        |
| `{{ people.notes }}`        | `#association_notes`   | The client or contact notes or description.        |

### Custom Field Variables

If your organization has defined custom fields, those values can also be used on labels.

Replace `<field_id>` with the numeric ID of the custom field.

| Context  | Modern Variable                          | Legacy Variable            |
| -------- | ---------------------------------------- | -------------------------- |
| Evidence | `{{ evidence.custom_field_<field_id> }}` | `#custom_field_<field_id>` |
| Storage  | `{{ storage.custom_field_<field_id> }}`  | `#custom_field_<field_id>` |
| Case     | `{{ case.custom_field_<field_id> }}`     | Not available              |
| Client   | `{{ client.custom_field_<field_id> }}`   | Not available              |

{% hint style="info" %}
The legacy `#custom_field_<field_id>` format is shared and resolves against the evidence or storage item being printed. For new labels, use the context-specific modern format whenever possible.
{% endhint %}

### Tips for Using Label Variables

#### Use QR codes and barcodes for scanning

Use a `uuid` variable for QR codes or a `short_uuid` variable for barcodes.

When scanned in Monolith, the code can help find and navigate to the matching item.

Common examples:

| Label Type | QR Code Variable      | Barcode Variable            |
| ---------- | --------------------- | --------------------------- |
| Evidence   | `{{ evidence.uuid }}` | `{{ evidence.short_uuid }}` |
| Storage    | `{{ storage.uuid }}`  | `{{ storage.short_uuid }}`  |

#### Combine text and variables

You can combine static text and variables in the same label field.

Examples:

```
Case: {{ evidence.case_number }}
```

```
Evidence: {{ evidence.evidence_number }}
```

```
S/N: {{ evidence.serial_number }}
```

#### Design for blank values

If a variable does not have a value for the item being printed, Monolith prints a blank value.

For example, if an evidence item does not have a serial number, `{{ evidence.serial_number }}` will print as blank.

Design labels so they still look correct when optional values are missing.

#### Use variables that match the item being printed

Only variables that match the item being printed will populate.

For example:

* When printing an evidence label, use `{{ evidence.* }}` variables.
* When printing a storage label, use `{{ storage.* }}` variables.
* When printing a people label, use `{{ people.* }}` variables.
* Organization variables can be used across label types.
* Case and client variables populate when the printed item has the required case or client context.