Settings ▸ Taxonomy ▸ Matter IDs

This page documents Settings ▸ Taxonomy ▸ Matter IDs in the Athenty admin portal.

The required structure

Every matter ID follows a fixed order, enforced when the format is saved:

1. Primary client’s ID — always first. Every client has an ID, but only the matter’s primary client’s ID appears in the file number.
2. Matter number — the client’s 1st, 2nd, 3rd matter… (counts per client).
3. Date codes — optional year/month tokens, after the matter number.
4. Division code — optional, always last ({division_suffix}).

Example: 0042-003-RE is client 0042’s 3rd matter, in the RE division. Because the matter number counts per client and the division code sits at the end, all of one client’s matters group and sort together even across divisions.

Require a division on every matter

Independently of the ID format, the Require a division on every matter toggle on this page forces a division onto every matter — on create and on edit — whether or not the Matter ID format uses the division code. The two requirements compose: either one being active makes the division mandatory.

Turning the setting on is guarded. If the organization still has matters with no division, a one-time resolution list appears. For each matter you either assign a division or grandfather it as an explicit “no division” state; you can also grandfather all remaining matters at once. Only once every matter has a division decision does the setting take effect. Grandfathered matters keep their “no division” state permanently and are never forced to add one. Historical matter IDs are never regenerated — assigning a division here is for visibility and compliance only.

Division codes

Each division contributes a 1–5 character code (letters/numbers, unique across divisions) when the format ends with {division_suffix}. The roster on this page lists every division’s code with inline editing and flags any division still missing one. The code is required when creating a division. When the format uses the division token, every matter must be assigned a division at creation.

Changes are forward-only

IDs are stamped when a matter is created and stored permanently. Changing the format never renumbers existing matters. Formats lock once IDs are in use.