Application Settings - Matter Numbering

13/01/2026
Knowledge

How To

All firms use a file numbering system to track matters. One of the most common file number formats is the year followed by sequential numbering. If the file number format is based on the year, it will need to be updated annually. You can automate the file numbering so that it doesn't need to be entered manually. If you disable auto numbering, the matter file number or matter archive number must be manually entered when the electronic matter file is created.

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Desktop: Click the LEAP Menu > Settings > Application Settings.

The LEAP Application Settings will open in a new window.

Web: Click User-added image > Settings > Application Settings.

The LEAP Application Settings will open in a new window.

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You must be a LEAP Admin to make changes to Matter Numbering.
Matter numbers in the date format 'xxxx-xx-xx' that contain a non-existent day or month will not be supported for accounting actions.

Enable Auto Matter Numbering

Follow these steps to Enable Auto Matter numbering:

Navigate to LEAP Menu > Settings > Application Settings > Matters > Numbering
Tick the Auto Numbering checkbox under the Matter Number column.
Enter the Last File Number.

This is the number of the last matter that was created. The next file number will be the next sequential number.
Select Component 1, the Delimiter, Component 2 and so on, as desired.

Read the section below on Component and Delimiter Options for more details.
Click Save.

Enable Auto Archive Numbering

Click Matters > Numbering.
Tick the Auto Numbering checkbox under the Archive Number column.
Enter the Last Archive Number.

This is the number of the last matter that was archived. The next archive number will be the next sequential number.

See the Select the component and delimiter options for your auto numbering section below regarding Component and Delimiter info.
See the Select the Component and Delimiter Options for Your Auto Numbering section below regarding Component and Delimiter information.
Click Save.

Select the Component and Delimiter Options for Your Auto Numbering

A Component provides a particular function or group of related functions. The number can consist of the Matter Number, Year, Person Credit/ Person Responsible/ Person Acting/ Person Assisting and Box Number (for archive numbers). You can use a maximum of 6 components for your auto numbering.
A Delimiter allows you to insert a character to separate the Components of an Auto Number. For example, use of the colon (:) as a delimiter gives you 2016:MK:0001 compared to not using a delimiter 2016MK0001.

For example, your first component may start with the year (whether it's a 2 or 4 digit number) separated by a colon (:) delimiter with component 2 as the person responsible separated by a colon (:) delimiter followed by a sequence pad number (which represents the number of digits in your file or archive reference).

Example 2: To format the matter number as HL:1234, configure the components as follows: Set Component 1 as Other Reference followed by a colon (:) in a delimiter field and Component 2: Select Matter Number.

Example 3: To amend the matter reference from being Person Responsible : Current User : Matter Number, to Person Acting : Current User : Matter Number, go to Component 1 and select Person Acting in the dropdown, then save your changes.

A sample of the auto numbering will be displayed alongside the Format at the top.

Component Option	Description
Empty	Empty character
Matter number padded to 0 characters	Only the last number will display, whether it's 1 digit or 2.
Matter number padded to 1 characters	1-digit format only For example, if the next matter number is 2, the format is 2. If you have a number of 20, then 20 will be shown.
Matter number padded to 2 characters	2-digit format only For example, if the next matter number is 2, the format is 02. If you have a number of 20, then 20 will be shown.
Matter number padded to 3 characters	3-digit format only For example, if the next matter number is 2, the format is 002.
Matter number padded to 4 characters	4-digit format only For example, if the next matter number is 2, the format is 0002.
Matter number padded to 5 characters	5-digit format only For example, if the next matter number is 2, the format is 00002.
Matter number padded to 6 characters	6-digit format only For example, if the next matter number is 2, the format is 000002.
Matter number padded to 7 characters	7-digit format only For example, if the next matter number is 2, the format is 0000002.
Matter number padded to 8 characters	8-digit format only For example, if the next matter number is 2, the format is 00000002.
Matter number padded to 9 characters	9-digit format only For example, if the next matter number is 2, the format is 000000002.
Matter number padded to 10 characters	10-digit format only For example, if the next matter number is 2, the format is 0000000002.
Other Reference	Include the other side's reference (staff) on a matter. For example, MK:001.
Person Credit	The staff member who is credited for the matter.
Person Responsible	The staff member who is responsible for the matter.
Person Acting	The staff member who is acting for the matter.
Person Assisting	The staff member who is assisting in the matter.
Year with 2 digits	The last 2 digits of a year are used. For example, if the year is 2016, the format used is CDT:002:16.
Year with 4 digits	The 4 digits of a year are used. For example, if the year is 2016, the format used is CDT:002:2016.
Box Number (only applicable for automatic Archive numbering)	Include the archive box number in the matter archive number.
Matter File Number (only applicable for automatic Archive numbering)	The matter file number is included as part of the matter archive number.

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The last file/archive number is the only digit that changes when either a new matter or archive matter is created.

Other references, such as Person Responsible/Person Acting, are based on the person selected to act on the matter.

Updating the Automatic Matter Numbering Sequence

To update the automatic Matter Numbering Sequence:

Under Numbering > Matter Number, ensure the Auto Numbering checkbox is ticked.
Enter your Last Number.

The Last Number will determine what the next automatically generated matter number will be. For example, if you wish the next matter number to be generated is 1, enter 0 as the Last Number.

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If you wish to use the Last Number component, please ensure you select any of the 'Matter number padded to X characters' Component options.

Use the dropdowns for Component 1 to 6 to customise your matter number sequencing.

For more information regarding what is displayed for each Component option, please see the table in the section above.

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You can preview your matter numbering sequence in Format under the Matter Number heading at the top. The preview will change as you select different Component options.

Once you are happy with your new matter numbering sequence, click Save to update.

Client Funds Administration Matter

You will need to disable Auto Numbering when setting a Client Funds Administration Matter

Last Modified Date

13/01/2026 11:58 pm

Title

Application Settings - Matter Numbering

URL Name

Enabling-auto-numbering-for-matter-file-and-archive-numbers-UK

Resolution