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Flex Cloud: Number range rules

Sue
  • Updated

A number range rule is a setting for either projects or contacts. A rule defines how the new projects and contacts will be numbered in Flex.

It is useful to set these rules at the beginning of using Flex if for example you want to have different showrooms with different number rules.

NOTE! These settings are only available for system administrator users.

IMPORTANT!  Even if the same rule is created for different showrooms, the showrooms cannot have projects using the same number within one company.

 

To access click the settings cog at the bottom of the left hand menu bar on the Flex platform and, under Admin area, select Number_range_04.pngNumber range rules.

Create a new rule

  1. On the top toolbar click the button Create New Number Range Rule.

  2. Type in a name you will recognize.

  3. From the Classification box select whether this rule is for projects or contacts.
     
  4. A row of boxes will appear, showing all the elements that can make up a rule. Click a box and it will be added to a new row. To remove a box click the x.

  5. Repeat to add several boxes to your rule. Auto ID is replaced by the ID number you set at point 6. Make the rule by adding these fields and separators, such as – or _ characters so your number will be easy to read.
     
  6. In Auto ID Start you can amend the number. For example if your old order paperwork was on number 2985 you may wish Flex to begin counting from 3000 onwards.

If you create a rule that shows Year – Showroom Nr – Auto ID then your first number will read 2022-1-3000.

Note: If you enter a number in Auto ID End, when this number has been exceeded an error message will pop up in the desktop app.  If there is more than one rule relating to the same number range (in our example we have used the invoice rule) it is very important to enter a number in Auto ID End or the rules will contradict each other.

Example:

Default Project Rule
Auto ID Start: 1
Auto ID End: 500
 
Project Rule 2
Auto ID Start: 501
Auto ID End: 1000

 

Fx number range rule.png

Assign a rule to a showroom

Showrooms are within the Admin area, this is accessed by clicking the Settings cog icon at the bottom of the left hand menu bar on the Flex platform.2021-11-04_11h48_04.png

NOTE! These settings are only available for system administrator users.

 

  1. Click the Showrooms icon shop.png

  2. Select the Showroom that you want to apply the rule to and click Edit Showroom on the top toolbar.

  3. Select the Number Range tab.

  4. Click the drop-down Contacts or Projects field and select the rule name you want to apply to this showroom.

Edit a rule

As with all lists in Flex, click a rule name to see a preview of it in the sidebar on the right side of the screen.

To see more detail and modify the rule, click Edit Number Range Rule on the top toolbar.

You can also duplicate a rule to save time, via the top toolbar icon. Then edit the duplicated rule.

 

Delete a rule

A rule can be deleted by selecting it and clicking the Delete number range rule icon.

Note: Default rules cannot be deleted.

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