Defining code/reference templates

It is possible to specify templates that format the codes allocated to clients and matters. Similarly, you can also define a template which formats a reference number for use in merge templates. When clients and matters are created or documents merged, the codes/reference are formatted accordingly.

Client code templates

You can define the format of client codes in System Setup by specifying a client code template. This is a series of numbers and characters used for formatting. See the example below, where the second matter for fee earner 25 (GDM) belongs to client Morris:

CN(4)C#(999999) = MORR000002

The client code template has these parts:

Part

Description

C#(>>>>>9)

The client sequence number (by firm or client). The characters between the brackets represent the format of the client numbers digits.

A '9' represents the digits position with leading zeros, e.g. (999999). A '>' symbol represents the digits with suppressed leading zeros, e.g. (>>>>>9).

CN(x)

The first x number of letters of client surname (or business name). Case sensitive.

‘A’

A literal character.

Note

Matter/summary matter code templates

You can define the format of matter/summary matter codes in System Setup by specifying a client code template. This is a series of numbers and characters used for formatting. See the example below, where the second matter for fee earner 25 (GDM) belongs to client Morris:

CN(4)M#(999999) = MORR000002 or FI(3)cn(5)M#(>>>>>9) = GDMorris2

The matter and summary matter code template has these parts:

Part

Description

M#(>>>>>9)

The matter sequence number (by firm or client). The characters between the brackets represent the format of the matter numbers digits.

A '9' represents the digits position with leading zeros, e.g. (999999). A '>' symbol represents the digits with suppressed leading zeros, e.g. (>>>>>9).

CC(x)

The first x number of letters of the client code. Case sensitive.

CN(x)

The first x number of letters of client surname (or business name). Case sensitive.

FI(x)

The x number of fee earner initials (2 means first and last). Case sensitive.

FC(x)

The first x number of letters of the fee earner code. Case sensitive.

FN(x)

The first x number of letters of the fee earner surname. Case sensitive.

‘A’

A literal character.

Note

Document reference templates

Using the merge variable [document_reference] you can merge a unique reference into documents. You can define the format of this variable/reference in System Setup by specifying a document reference template. This is a series of numbers and characters used for formatting. See the example below, where the client is Jones, the matter is 12345 and the fee earner is 25 (GLI):

OC’/’d#(99999)’/’OT’/’ON(4)’/’FI(2) = 12345/00001/MAT/JONE/GI

The document reference template has these parts:

Part

Description

d#(>>>>>9)

The document reference number with no leading zeros, e.g. 22.

d#(999999)

The document reference number with leading zeros, e.g. 000022.

OC(x)

The first x letters of the owning object code, if any, e.g. matter code, client code.

NB Case sensitive so 'oc' is lower case and 'OC' is upper case

ON(x)

The first x letters of the owning object surname (or business name), if any. NB Case sensitive

OT

The 3 letter abbreviation of the owning object type, e.g. MAT (Matter), CLI (Client), etc

FI(x)

The x number of fee earner initials (2 means first and last). Case sensitive.

FC(x)

The first x number of letters of the fee earner code. Case sensitive.

FN(x)

The first x letters of the fee earner surname. NB Case sensitive

‘A’

A literal character, e.g. /

Notes