WHAT IT'S USED FOR:
This is a feature that can save time during data-entry of new accession numbers. It can also be used to control the use of new accession numbers within a format.
If defaulting is switched on and the Global Default is specified, the system will provide the next sequential accession number as a default at the Accession Number prompt in the new Object record.
For sites with multiple accession number formats, the last format used in a data entry session by this user determines the next sequential accession number. The most recently used format (that has defaulting turned on) in this user's current session determines the default accession number.
Whenever an accession number is saved, the format to which it belongs is saved with it, and becomes the current top format in the list. This is taken to be the default format for this user, providing defaulting is turned on in the Accession Number Format record.
You may be using multiple accession number formats, and any two of these formats may allow the same accession number. In this case it is important that you differentiate between formats by one or more of these methods:
oSet the priority for each of the formats that may give rise to identical accession numbers;
oUse different segment delimiters for the formats e.g. - or / ;
oSpecify the Department to which the format belongs;
oSpecify an Earliest accession date and/or Latest accession date for which the format is valid.
WHERE TO FIND IT:
The Description Page of the Accession Number Formats window
HOW TO USE IT:
Click in the 'Defaulting On' check- box to set the flag.
Note that this is a site-specific setting. If you turn defaulting on for this format, whenever this format is the current top of the list the next sequential accession number for the format will be offered as a default.
However, if the User Preference flag 'Enable Accession Number defaulting' is turned off, then you as a user will not be offered a default accession number. Other users for whom defaulting is enabled will be offered a default accession number (providing there are formats which have 'Defaulting On' selected).
Thus, in order to successfully enable Accession Number Defaulting you must:
1.On the Accession Number Format definition, check the 'Defaulting On' check box. To see if this has been set (and to set it if it has not)
Follow the menu path: Tools > System Maintenance > Accession Number > Acc No Format
At the Id prompt, enter the ] (right square bracket) which means 'starting with anything' and this will give you a pick list of all the formats defined. Select All of these, and return to the window and there ensure that the ones which should default have the Defaulting On box checked, and if not check it and save it. If it is ok just use the browse next button.
2.Next ensure that for each user, their user preference has been set to enable accession number defaulting.
Follow the menu path: Tools > User Tools > User Preferences and see that the Enable Acc No Defaulting box is checked. If not, check it and save the record.
3.The third step is to use the Accession number by manually entering a number.
Until you have actually used a number (with the defaulting switch for that format being set) the system does not know where to start from, so you must for the first time type in the number, and thereafter it should allow the defaulting.
Email support@vernonsystems.com for help creating Accession Number formats.
