Who can do this
Auto-numbering is set up by admins only. Other team members can't open the page. Once it is on, it works for everybody.
Where it lives
Go to Settings → Case details → Case ID.
Turning it on
Switch on auto-numbering. From that moment, every new case gets a case ID as soon as it is created. Nothing happens to your existing cases until you choose to backfill them, which is a separate step further down the page.
Choosing a format
Pick one of five patterns, or build your own:
Pattern | Looks like |
Sequential | 001, 002, 003 |
Year-Sequential | 2026-001, 2026-002 |
Short Year-Sequential | 26-0001, 26-0002 |
Prefix-Year-Sequential | ABC-26-001 |
Year-Month-Sequential | 2026-04-001 |
Custom | Build your own pattern |
Choose carefully. You can change the pattern later, but cases that already have a number keep the number they were given. Switching leaves you with two formats in your records, and there is no way to convert one to the other.
Setting it up
Three settings sit under the pattern:
Counter digits. How many digits the number runs to, from 2 (01) up to 6 (000001). Pick something you will not outgrow.
Counter resets. Patterns with a year in them start the count over each new year (Yearly), and Year-Month-Sequential starts over each new month (Monthly). Choose Never (continuous) if you want it to keep counting instead. Sequential has no year in it, so it always keeps counting.
Starting number. Leave it blank and Parting Pro detects where to start from your existing case numbers. Fill it in if you want to start somewhere specific.
The preview shows the next three case IDs that will be generated, so you can see what they will look like.
Filling in cases that have no number
Under Backfill blank cases, the page tells you how many of your cases have no case number and offers to fill them using your current pattern.
Read this before you use it.
It covers every blank case, whatever its status. Active, completed, deleted and archived cases are all included. A home with years of deleted cases will use up numbers on all of them.
There is no bulk undo. Once numbers are assigned, the only way to change them is one case at a time.
Cases that already have a number are never touched. Backfilling only fills blanks.
Use Preview assignments first. It shows you exactly what each case would get before anything is written.
If you are unsure about the format, settle that first and backfill afterwards. It is much easier than changing your mind later.
Editing a case ID by hand
You can still type or change a case ID on an individual case at any time, before or after turning auto-numbering on. Auto-numbering only fills the gaps.
If a number is skipped
If the pattern would produce a number that already exists on another case, that number is skipped and the counter moves past it. You may see a gap in your sequence. This is expected and does not mean anything went wrong.