Calculating the Next Volume

FileTrail has a Volume data type that can be helpful in installations that have multiple-volume series. A volume field based on the Volume data type can be used to automatically calculate the volume number for a new record being created. The Volume data type is not appropriate in every situation. It requires the designation of Primary Key fields, which determine that a record is part of the same series. For example, in your doctor's office your medical record number is the identifier on your medical chart: it is the Primary Key. If your doctor tries to create another medical chart for you it would automatically be numbered as 'Volume 2'.

Situations in which the Volume data type is not appropriate are those where the Primary Key fields are not codified data (or code values) and are hand-entered. In the previous example, your medical record number is a codified field. In contrast, a first name or last name is not. It is too easy for misspellings or different abbreviations to be entered. When this happens the record will not be recognized as a continuation of a series and will be numbered as 'Volume 1'.

Ideal situations for the use of the Volume data type are those based on a code. Examples include a loan number at a bank, employee number in an HR department, or case number in a court.

A Primary Key can also be made up of multiple fields. For example the year and State of filing in a Tax department, or the Client-Matter and Category in a law firm.