> 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/using-monolith/settings/item-number-formats.md).

# Item Number Formats

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**](/monolith/using-monolith/case-management/cases.md), [**Evidence Items**](/monolith/using-monolith/evidence-management/evidence-items.md), and [**Storage Items**](/monolith/using-monolith/evidence-management/storage-items.md).

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:

```
MF-2026-00123
```

<figure><img src="/files/rfMDpYKcmqFikC1juzaR" alt=""><figcaption><p>Case number format selection</p></figcaption></figure>

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:

```
EVI-00203
```

<figure><img src="/files/OK5fxUc6TBLXXRKtJzPF" alt=""><figcaption><p>Evidence number format selection</p></figcaption></figure>

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:

```
STG-34225
```

<figure><img src="/files/pN7N62j6tYnKDc6W4kMO" alt=""><figcaption><p>Storage number format selection</p></figcaption></figure>

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:

1. Review the generated example.
2. Confirm that the Text, date components, and Iterator appear in the desired order.
3. 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

* [**Initial Setup**](/monolith/start-here/welcome-to-monolith/initial-setup.md)
* [**Cases**](/monolith/using-monolith/case-management/cases.md)
* [**Evidence Items**](/monolith/using-monolith/evidence-management/evidence-items.md)
* [**Storage Items**](/monolith/using-monolith/evidence-management/storage-items.md)
* [**Item Labels**](/monolith/using-monolith/settings/item-labels.md)