Adding a custom Id field to pages and stamps

When exchanging discovery with opposing council, or when creating bundles for court, you may have court mandated requirements for page numbering that must be adhered to. One requirement may be that for each page in a bundle, there has to be a unique Bates number or exhibit number assigned. Adding a Bates/exhibit number to each page of a document serves as a unique numeric identifier, making it easier to track and locate documents. By setting up a custom id field you can reserve values for a range of pages in a document or add values to stamps.

Creating a custom id field

1. From the Documents page, select Manage > Manage fields.

2. In the Manage metadata fields dialog, select New field to open the new field properties on the right.

3. Complete the fields as follows:

• Name: Enter Custom Id per page.
• Field type: Select Custom Id from the list.
• Applies to: Select All documents or a Document type.
• Separator: Enter a hyphen or your choice of separator.
• Apply per page: Toggle to ON.
• Length: 3 digits (or your choice from 1 - 8).

4. Select Save, followed by Close.

The new field appears on the Documents page.

Applying the new field to documents

To apply the field to more than one document, select Actions > Apply metadata > Field to be updated > Select Custom Id per page. 

Add or search from existing prefixes, for example, New 2. 

Select Apply metadata.

The selected documents are updated from, for example New 1–001 to New 2-001 etc.

To apply the new field to a single document, open the document view Details pane and add a new prefix or search for an existing prefix. Alternatively, select Actions > Apply metadata.

Here you can see that the top document with one page has a custom id of New-001-New-001 whereas the fourth document has two pages so values New-004 and New-005 have been reserved.

Applying the new field to stamps

1. In the Documents page, select Manage > Manage stamps.
2. Select Add stamp.
3. Drag the Custom Id field on to the stamp.
4. Give the stamp a name.
5. Select Save.
6. To apply the stamp, select a document, select Actions > Apply stamps.
7. Select the stamp from the dropdown list.
8. Select Apply stamps.

You see a message OK, stamp applied to 1 document.

When you check the document in the Document Viewer, you see the stamp with the custom id field in it.

Related articles

Adding/editing document metadata fields

Add/Edit Stamps