Setting Attachment Numbering Options

Attachment Numbering options enable you to specify numbering properties for notes and attachments added to primary and auxiliary items. Numbering properties for notes apply to notes and e-mail messages added to individual items; numbering properties for attachments apply to files, URLS, and item links added to items.

The first note or attachment added to an item is assigned a sequence number of one. Each additional attachment to the same item is numbered sequentially. Numbers assigned to deleted notes or attachments are not reassigned to new notes or attachments; notes and attachments are always numbered sequentially by the order in which they were added, regardless of deleted notes or attachments. If you renumber the attachments in your database, however, numbers assigned to previously deleted notes and attachments are reassigned to new notes and attachments.

To set numbering properties for notes and attachments:

  1. From the Options menu, select Settings or click the Settings icon on the toolbar.
  2. Select the Attachments tab.
  3. Select one of the following options in the Attachment Numbering area:
    • None – This option, selected by default, does not apply numbering properties to notes and attachments.

    • Combined – This option applies the same numbering sequence to notes and attachments. For example, the numbering properties for an item with two e-mail attachments and two URL attachments added in sequential order display as 1, 2, 3, and 4.

    • Separate – This option applies a separate numbering sequence to notes and attachments. For example, the numbering properties for an item with an e-mail attachment and a URL attachment display as 1, 1.

  4. In the Notes Markup/Format box, specify HTML to format the appearance of numbers on note and e-mail attachments as needed. You can modify the provided format; however, the format string must contain [%d], which is replaced by the sequence number. The format string is limited to 255 unicode characters.
  5. In the Attachments Markup/Format box, specify HTML to format the appearance of numbers on file, URL, and item link attachments as needed. You can modify the format; however, the format string must contain %d, which is replaced by the sequence number. The format string is limited to 255 unicode characters.
    Tip:   For best results, use different markup/format strings for each type if you choose separate numbering sequences for notes and attachments. This enables users to easily differentiate between the type of attachment since they may have the same number.
  6. Click the Renumber button to apply either the Combined or Separate numbering method and recalculate sequence numbers for existing attachments in your database. For best results, stop your Web server and back up your database before renumbering the attachments in your database.
    Note: If you have specified attachment numbering properties and later want to stop displaying attachment numbering, select None. For best results, however, change attachment numbering properties only when absolutely necessary.
  7. Click OK.