When it comes to data management, sometimes it's better to have a number added to the client's profile as it's easier to find, sort, and filter from the rest of the information in a database. That is the main purpose of the Client Reference Number Control.
Let's take for example that you would like to analyze data of the inspections performed in the last three years and you noticed that there are 6 clients named John Smith and you can't recognize one from another in a quick look unless you verify the inspection dates, by having a reference number you can easily know what inspection was first.
We recommend you have this Control added in the Client tab to have all the client information concentrated in just one place. To do so, follow the next steps:
Go to Settings --> Office Settings --> Customize Order Form (Within the Inspection and Fee Settings Box):
Search for the Client Section and click on Edit Controls:
On the Controls screen, click on '+ Add a Control':
Now in the Control Type dropdown, choose Reference Number and you will see a screen just like this:
1.-This is a preview of how this Control will look like in the Order Form
2.- The Control Dropdown (here is where you select the Control to add to your system)
3.- What you would like to name the Control in your ISN
4.- Short description, which will only be visible to the users with permission to edit Controls
5.- This field is to name the Control in the Order Form
Once you have finished setting up the Control, click on the Add Control button to save it.
You will be sent back to the Order Controls. Now, if you want that Control to be added to the Order Form, make sure that the "Show in Order Form" option in the 6th column is checked in Green:
The Client Reference Number Control should look something like this in the Order Form:
You can use any type of format that you would like
Numeric series: 1, 2, 3, 4; 001, 002, 003, 004...
Numeric series with date: 001-10-21 (number-month-year)
NOTE: Be aware that the reference number will not be auto-generated, you will have to manually type it.
One of the benefits of this field is that with a Custom report you can add this Control as a column where you can sort and filter the data. To learn more about how to create a custom report click here: Custom Reports Using Advanced Tab
If you have any questions about this information please let us know! You can reach us by chat, email at firstname.lastname@example.org, or phone at (800) 700-8112.