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The Verify Document Numbers utility detects missing, overlapping (duplicate), and blank document number entries by evaluating the beginning and ending document number fields designated in Doc Numbering Defaults (usually BEGDOC# and ENDDOC# -- BOTH the beginning and ending document number fields must be set in Doc Numbering Defaults). This is especially
useful after coding a large quantity of document summaries using a numbering format similar to Bates-stamping. The Document Verification dialog generates a report of all document numbers contained in the current set of database records, reporting errors and other data inconsistencies. You can then go to the problem records, correct them, and run the verify process again. Verification
results can also be printed or written to file.
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Error
|
Explanation |
Example |
| ALPHA MISMATCH |
Alpha prefixes don't match. |
AA001 - AX001
|
| NUMERIC MISMATCH |
Numeric part doesn't match.
1) different lengths
2) letter in numeric part |
AA001 - AA1
AA001 - AA0X1 |
| NO NUMERIC PART |
Document # contains only letters. |
AAAA - AAAA |
| BEG# BLANK |
No value in beginning document # field. |
BLANK - AA005 |
| END# BLANK |
No value in ending document # field. |
AA001 - BLANK |
| END# < BEG# |
Beginning document # should always be less than ending document #. |
AA002 - AA001 |
| O for ZERO |
Document # contains the letter "O" instead of the number "0". |
AA0O1 - AA001 |
| l for ONE |
Document # contains the letter "l" instead of the number "1". |
AA00l - AA001 |
| S for FIVE |
Document # contains the letter "S" instead of the number "5". |
AA005 - AA00S |
Before Running Document Verify
How to Verify Document Numbers
- Open the document database. You may run a database search to bring up the set of documents containing the document numbers you want to check.
- Click on the Column tab to make it active.
- Select Verify Document Numbers from the Summary menu. The Verify Document Numbers dialog appears.
- Confirm that the beginning and ending document number fields indicated are correct. If either (or both) is incorrect, go to Doc Numbering Defaults to select the correct field(s).
- Click to select the desired Options.
- Click on Verify. The document numbers are sorted, then the Document Verification dialog appears. The number of missing and/or overlapping (duplicate) document numbers are indicated, as well as other common errors such as mismatched numbers and number gaps. Errors and/or data inconsistencies are designated by a red "X" in the left-most column.
- Click on a document number to go to the corresponding document database record, where you can make corrections. After correcting and saving any or all errors, you can click on Re-Verify (or press ALT+R) to run the utility again (using the same settings).
- To save the document verification information to disk, press to write the results to a file. Specify the desired file name at the prompt. To print the information, click on . To see a Print Preview of the report, right click on the Document Verification titlebar, and select Print Preview from the context menu that appears.
- When finished, click on Close (or press ALT+C).
NOTE: For more details on using Document Verify, see the Summation online help file and the User Guide.
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