Set program application numbers

When an applicant starts an application they are provided with an application number. By default, this is a five digit number starting from 00001 and increasing with each new Application.
To more easily distinguish between Applications, they can instead be numbered in accordance with the Grant Program or Grant Round that they belong to.

There are really two parts to a numbering form:

Number format: the prefix and suffix like the 'GR' in GR0123, as well as the number of digits to display 

Number sequence: the number allocated to new applications, ie the '123' in GR0123 means that the next application will get '124' GR0124

Set the application number format at Program level

Setting the number format at the Program level will impact all rounds and applications within the program. Application number formats can be applied to only those application within a particular round. This is configured or edited when creating or editing a round. 

To set the number format at program level:

Select Settings.

Select Program.

Select Edit next to the Program Name you would like to edit.

Enter the required prefix, suffix, digits and start at values in the relevant fields.

Select Save.

Field Definitions

Prefix - Are placed before the application number. It is often useful to use the initials of the grant program or grant as a prefix. For example the 'Community Development Program' might have the prefix CDP

Digits - Are the number of zeros placed in the number. You need to ensure that you have sufficient space for the number of applications you expect. For example you should only select three zeros if you are certain you will receive less than 1000 applications in your grant program or round.

Suffix - Are placed after the application number. A round and year identifier can sometimes be a useful suffix (or can be placed in the prefix as you see fit). For example round 2 for 2012 might have the suffix -R2-2012

Start at - Allows you to change the starting number for the number sequence. NOTE: this won't affect the number allocated to any existing application.

Updating the Application ID Numbering

It is possible to retrospectively apply a new application ID number format in an existing program. To edit the application number format at program level:

Navigate to the Program and select Edit as shown above.

Enter the new number format as shown above.

Select Save

IMPORTANT

Once the number format at program level has been edited, the system will change all of the existing numbers of any application within the program that were submitted into a round using the Use the PROGRAM WIDE ID numbering option at round level.

Applicants will not be automatically notified of changes to the application ID numbering scheme. A mailout should be sent to applicants to notify them of their new application ID.

Any changes to the application number will also be reflected in the history tab of the application.