Item Number Formats
Configure automatic numbering formats for Cases, Evidence Items, and Storage Items in Monolith.
In this section, Monolith allows you to customize your Case number, Evidence number, and Storage number format.
Item Number Formats control how Monolith automatically generates identifiers for Cases, Evidence Items, and Storage Items.
Consistent numbering makes records easier to identify, search, report on, label, and reference throughout your organization.
Each numbering format can combine static text, date values, and an automatically incrementing Iterator.
Available Format Components
Number formats can be built using the following components:
Text — add a fixed prefix, suffix, separator, or other text
Iterator — automatically increments as new records are created
Year — include the year in the generated number
Month — include the month
Day — include the day
The Iterator is required for automatically generated numbers and provides the sequential portion of the identifier.
Use the preview shown in Monolith to confirm how the resulting number will appear before applying the format.
Case Number Format
The Case Number Format determines the number automatically assigned when a new Case is created and the Case Number field is left blank.
A format might include:
An organization-specific prefix
The current year
A sequential Iterator
Separators such as hyphens or underscores
For example:
Choose a format that provides a clear and consistent Case identifier for your organization's workflow.
See Cases for more information about creating and managing Cases.
Evidence Number Format
The Evidence Number Format determines the identifier automatically assigned to new Evidence Items when the Evidence Number field is left blank.
For example:
Monolith recommends establishing a consistent Evidence numbering convention and allowing the Iterator to generate unique Evidence Numbers whenever possible.
Globally unique Evidence Numbers make the organization-wide Evidence Items view easier to use because each identifier points clearly to one Evidence Item without also requiring the Case Number for context.
Some organizations use Case-specific Evidence numbering or other established conventions. Monolith allows teams to choose the numbering approach that best matches their operating procedures.
See Evidence Items for more information about Evidence creation and management.
Storage Number Format
The Storage Number Format determines the identifier automatically assigned when a new Storage Item is created and the Storage Number field is left blank.
For example:
A consistent Storage numbering format helps distinguish Storage Items and makes them easier to locate and reference across Cases and Acquisitions.
See Storage Items for more information about managing storage in Monolith.
Apply a Number Format
After configuring a format:
Review the generated example.
Confirm that the Text, date components, and Iterator appear in the desired order.
Select Apply to save the format.
Use Reset to discard unsaved changes.
Use Default to return the format to the Monolith default configuration.
Recommended Practices
Establish numbering conventions before beginning active casework when possible.
Use an Iterator so automatically generated identifiers remain sequential.
Keep prefixes short and recognizable.
Use consistent separators and date formats.
Consider how identifiers will appear on labels, exports, reports, and global Monolith tables.
For Evidence Items, prefer unique identifiers across the Monolith environment when your organization's procedures allow it.
Avoid changing established numbering conventions unnecessarily after your organization has begun creating large numbers of records.
Related Documentation
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