Microsoft Dynamics® CRM Training
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Hi, and welcome to the Success Portal by xRM.com.
In CRM Online, Article, Case, Campaign, Contract, Invoice, Order, and Quote records are given identification strings by CRM Online. This is called “Auto-Numbering”, which is set for these entities by default. However, Auto-Numbering settings can be customized.
This task requires a Security Role of System Administrator or System Customizer, or equivalent privileges.
We begin by navigating to Settings > System > Administration, and then clicking Auto-Numbering.
The Set Auto-Numbering dialog opens. There are seven tabs, each representing an entity that is auto-numbered.
Each tab, with the exception of Articles, contains the same fields: Prefix, Number, Suffix Length, and Preview. The Articles tab does not contain a Suffix Length field.
Let’s work with the Cases entity. As you can see, Prefix is the only required field in the dialog, as noted by the red asterisk. Prefixes are system-wide and are used for all system generated identification strings for the specified record type. You can enter up to three alphanumeric characters or symbols in this field. Based on the current setting, every Case record will be given an identification string with a prefix of “CAS”.
If we change the Prefix, it will not change the identification strings of Cases that have already been created. Only new Cases will be given an identification string with the new prefix. Let’s leave the Prefix as “CAS”.
In the Number field, we enter the starting number, which is 01000 by default. For every new Case that is created, the number increases by one. Currently, the Number is “1046”. That means that 46 Cases have been created.
When you set the numbering format for the first time and save your settings, the field becomes read-only and can no longer be modified. We can tell that it has already been set because it is grayed out.
In the Suffix Length field, we can choose in the dropdown list the number of random characters we want the suffix to contain. The Suffix is used to number records that are created while a User is offline to avoid multiple records from having the same number. We can choose 4, 5, or 6 characters. Let’s select “4” to illustrate how the Suffix changes in the Preview field below.
When we choose “4”, a notification message appears that tells us that these changes will apply to all records that use auto-numbering. Click OK to close the message.
In the Preview, notice that the Suffix is now four characters long.
Now, let’s create a new Case record to verify the Auto-Numbering. When we create this new Case, the identification string should start with “CAS-01047-”, and be followed by a random four-character Suffix. Click OK to close the dialog.
Navigate to Service > Cases.
Here, we see View called “All Cases”. Before we create a new Case, notice the Case Number column. Each Case Number has a prefix of “CAS”, a number in the low one-thousands, and a six-character suffix. Remember, identification strings that were created before we changed the auto-numbering settings do not change, which is why these Case Numbers do not reflect our modifications.
Let’s see what happens when we create a new Case. Click New in the ribbon.
When the Case form opens, fill in the required fields with sample information so that we can save it. Now, click Save in the ribbon.
The form refreshes and the Case Number is at the top of the form. It reads “CAS-01046-T6Q4”. The prefix is correct, the number is exactly as we predicted, and the suffix is four characters.
We have successfully set our auto-numbering in CRM Online.
Thanks for watching.