Number Formatting

Number Formatting controls the reference numbers Edmissa creates for new records. Use it when your agency wants numbers such as STU-0001, APP-2026-0001, or LEAD-0001 to match the way the team searches, reports, and talks about work.

Use this guide to decide which numbering patterns your agency needs, configure the workspace-wide formats, and test the result before users create live records.

What this guide helps you configure

Number Formatting affects automatically generated reference numbers.

Number Formatting does not control currency display, decimal places, or percentage fields. For numeric field setup, use Field configuration and the Number, Currency, or Percentage field type guides.

Before you start

Prepare these decisions before changing number formats:

Do this setup early. Number changes apply to new records, while existing records keep the numbers they already have.

Open Number Formatting

Use this path when you want to change workspace-wide numbering:

1. Open Settings.
2. Go to Workflow Setup.
3. Select Number Formatting.

The page title is Number Formatting. The page includes Reset to Defaults and Save Settings actions, an overview section, a current settings summary, and a separate builder for each number type.

Each builder includes:

Select Save Settings after reviewing the previews.

How generated numbers work

A generated number has two jobs:

1. Identify the record type quickly.
2. Give each new record a readable, unique reference.

For example, APP-2026-0001 tells users the record is an application, it was numbered in 2026, and it is sequence 0001 for that format.

Edmissa uses the pattern when a new record is created. Changing the pattern does not rename records that already exist. This protects historical links, reports, exports, and messages that may already mention the old number.

Do not treat the sequence as a perfect record count. Number gaps can happen when work is started, canceled, retried, or imported.

Where users see generated numbers

Generated numbers are not only settings previews. Users see them anywhere they identify records, search, or ask teammates to review work.

Format pattern tokens

Format Pattern uses tokens. A token is replaced with the current value when Edmissa creates the number.

The pattern must include a sequence token such as {####}. Use more or fewer hash characters to match the padding you want, then set Number Padding to the same length.

Common format patterns

Use the built-in common formats when they match the way your agency works.

For most agencies, Simple Sequence or Year + Sequence is easiest for users to read and search.

Choose prefixes

Prefixes should be short, clear, and stable.

Recommended Edmissa starting prefixes:

Use different prefixes only when users can explain the difference without checking a separate document. Avoid prefixes that include private internal codes, branch names that may change, or abbreviations only one team understands.

Choose padding and start number

Number Padding controls how many digits the sequence shows.

Start Number controls the first number Edmissa uses for new records.

Use Start Number when:

• You are moving from another system.
• You want new numbers to continue after existing references.
• You want a new sequence to start at a higher number, such as 1000.

If the highest imported application number is APP-2026-0420, set the new application Start Number above 420 for that format.

Choose reset period

Reset Period decides when the sequence starts again.

If you reset yearly or monthly, include {YYYY} or {MM} in the format so the full number remains clear. For example, use APP-{YYYY}-{####} for yearly reset instead of only APP-{####}.

Recommended first version

Start with a simple workspace-wide setup.

Use this as the first version unless your agency already has a clear numbering policy. Simple formats are easier to remember and less likely to need changes.

Configure workspace-wide formats

Use this flow for each number type:

1. Open Settings.
2. Go to Workflow Setup.
3. Select Number Formatting.
4. Find the builder for the number type.
5. Enter the Prefix.
6. Choose a Format Pattern or select a Common Format.
7. Choose Number Padding.
8. Choose the Reset Period.
9. Set Start Number if you need to continue from old references.
10. Choose the Separator.
11. Review the Preview.
12. Repeat for the other number types.
13. Select Save Settings.

After saving, create one sample record for the number type and confirm the generated number matches the preview.

Use pipeline-specific application numbering

Workspace-wide application numbering is the default for every pipeline. A pipeline-specific override changes only the application numbers for new applications created in that one pipeline.

Use a pipeline-specific override when the number itself needs to tell users which application workflow it belongs to. For example, a visa workflow might use VISA-2026-0001, while the general application workflow keeps using APP-2026-0001.

The override is intentionally narrow:

Turning off Use Custom Number Format later sends future applications in that pipeline back to the workspace-wide application format. It does not rename existing applications.

Use this flow when one pipeline needs a custom application number format:

1. Open Settings.
2. Go to Pipelines.
3. Edit the pipeline.
4. Find Application Number Formatting.
5. Turn on Use Custom Number Format.
6. Configure the pipeline application format.
7. Review the preview.
8. Save the pipeline.

When a pipeline uses a custom application format, that pipeline keeps its own application sequence. Existing applications keep their current numbers.

For example, an agency may use:

Do not create separate pipeline numbering just because a pipeline has a different stage list. Use separate numbering only when users need the number itself to identify the workflow.

Migration guidance

If your agency is moving from spreadsheets or another system:

1. List the current numbering patterns.
2. Note the highest number used for each record type.
3. Choose whether Edmissa should continue the old pattern or start a cleaner new one.
4. Set Start Number above the highest existing sequence when continuing a pattern.
5. Use a new prefix when you want users to know a record was created in Edmissa.
6. Create sample records and compare them with the imported references.

Avoid changing formats during migration unless the team understands which records use the old pattern and which records use the new pattern.

Test before the team uses it

Before users create live records:

1. Save the Number Formatting settings.
2. Create a sample lead and confirm the lead number.
3. Convert or create a sample student profile and confirm the student profile number.
4. Create a sample application and confirm the application number.
5. Upload or generate a sample document if your workflow creates document numbers.
6. Create a sample task and confirm the task number.
7. Trigger a sample approval if your workflow uses approvals.
8. Search for each sample number.
9. Ask one counselor and one application officer to confirm the format is easy to read.
10. Delete or archive the sample records if your testing process requires it.

Test pipeline-specific application numbering separately by creating a sample application in that pipeline.

When to change number formats later

Review Number Formatting when:

• Users cannot tell what a number belongs to.
• Search is harder because prefixes are too long or too similar.
• The agency starts using a new application workflow that needs its own number pattern.
• Imported data needs numbering to continue from old references.
• A country or region process needs a clearer application prefix.
• Yearly or monthly reporting would be easier with a date token in the number.

Avoid frequent changes. Every change creates a visible difference between old and new records.

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