Naming Series

Naming Series is a module in CampX that automatically generates unique serial numbers for academic documents including Memos, Provisional Certificates (PC), Consolidated Grade Sheets (CGS), and Original Degrees (OD).

Why Naming Series Matters

The system requires a unique serial number for each document to ensure proper tracking, prevent duplicates, and maintain official institutional records. Without configuring Naming Series, you cannot generate memos or certificates for students.

note

CampX also provides the option to configure serial number rules at the institution level. The configuration pattern and process remain the same as entity-level configuration.

Who Should Configure This?

Authorized Personnel:

• Controller of Examinations (COE)
• Examination department staff with administrative access

When to Configure Naming Series

Configure Naming Series before generating any memos or certificates. Once configured, the rules remain active and do not require reconfiguration unless changes are needed.

Quick Start Guide

Navigation: Common Workspace → Exams → Settings → Naming Series

Configuration Steps:

1. Select the entity you want to configure (Memo, PC, CGS, or OD)
2. Build your pattern using tokens (example: MEMO/[counter:4] generates MEMO/0001, MEMO/0002, MEMO/0003)
3. Select format options for each token
4. Select reset policy (for Memos only)
5. Enter start value if using Global reset policy
6. Click Create to save configuration

Important

For detailed configuration and understanding of patterns, reset policies, and field mapping, please read the complete documentation below.

Understanding Key Concepts

1. Tokens

Tokens are placeholders in your pattern that get replaced with actual data. For example, [year] becomes 2024, [counter:4] becomes 0001.

2. Counter

The counter is a sequential number that automatically increases with each new memo. Format: [counter:4] means 4-digit padding (0001, 0002, 0100). Maximum padding: 10 digits.

3. Pattern

A pattern is the template that defines how your serial numbers will look. It combines tokens with separators (/, -, _). Every pattern must include the [counter] token.

Example: MEMO/[program]/[year]/[counter:4] → Output: MEMO/BTECH/2024/0001

4. Reset Policy (Memo Only)

Reset policy determines when the counter restarts from the beginning. This applies only to Memos.

Available Reset Policies:

1. Global (Continuous numbering)
2. Notification-wise (Reset per exam)
3. Year-wise (Reset annually)
4. Semester-wise (Reset per semester)
5. Notification + Program (Reset per program in exam)

Global (Continuous Numbering)

• Counter never resets and numbering continues indefinitely across all examinations
• Best suited for institutions requiring continuous tracking without resets and maintaining a single sequential numbering system
• Example: MEMO/0001, MEMO/0002, MEMO/0003...
• Mandatory for Honors and Minors memos

Notification-wise (Reset per exam)

• Counter resets for each examination notification such as Regular and Supplementary exams
• Best suited for institutions that prefer separate numbering for each examination cycle
• Example:
  • Regular Exam: MEMO/0001, MEMO/0002
  • Supplementary Exam: MEMO/0001, MEMO/0002 (starts over)

Year-wise (Reset annually)

• Counter resets based on the examination year
• Best suited for institutions that organize records by academic or examination year
• Example: 2025-01, 2025-02 and 2024-01, 2024-02

Semester-wise (Reset per semester)

• Counter resets for every semester
• For the same semester, serial number generation will continue. If semester changes, then serial number will start from 01.
• Best suited for institutions with semester-based examination systems requiring distinct numbering for each term
• Example:
  • Semester 1: MEMO/SEM1/001, MEMO/SEM1/002, MEMO/SEM1/003
  • Semester 2: MEMO/SEM2/001, MEMO/SEM2/002 (resets when semester changes)

Notification + Program (Reset per program in exam)

• Counter resets for each combination of examination notification and program
• For every department, the serial number will change in that same particular exam. If notification changes, the serial number will change.
• Best suited for institutions managing multiple programs with department-specific tracking requirements
• Example for same examination:
  • CIVIL - 0001
  • EEE - 0002
  • MECH - 0003
  • ECE - 0004

Critical

Reset policy cannot be changed after initial configuration. Plan carefully before saving.

Available Tokens

Token	Description	Example Output
[counter:4]	Sequential number with padding	0001, 0002, 0100
[year]	Academic year	2, II
[semNo]	Semester number	4, IV
[monthYear]	Month and year	0124, 012024
[examinationYear]	Examination year	2024, 24
[batch]	Student batch	2023, 2024, 23, 24
[level]	Academic level	UG, PG, PhD
[examType]	Type of examination	R, S, 1, 2
[program]	Program code	BTECH, MTECH, MBA
[course]	Course code	CS101, MATH201

Step-by-Step Configuration

Step 1: Access Naming Series Settings

Navigate to Common Workspace → Exams → Settings → Naming Series

The list displays configuration status for each entity type:

• Entity Type: Memo, PC, CGS, OD
• Status: Configured or Not Configured
• Active: Whether serial number generation is enabled
• Last Updated: When configuration was last changed

Step 2: Select Entity Type

Click on the entity you want to configure:

• Memo: Grade reports and academic memos
• PC: Provisional certificates
• CGS: Consolidated grade sheets
• OD: Original degree certificates

Step 3: Build Your Pattern

Design how your serial numbers will appear using tokens and separators.

Pattern Building:

1. Click on available tokens to add them to your pattern
2. Add separators between tokens (/, -, _)
3. Set counter padding (e.g., [counter:4] for 4 digits)
4. Preview your pattern

Pattern Requirements:

• Must include [counter] token
• Counter padding maximum: 10 digits
• All tokens can be used together

Pattern Examples:

Pattern	Sample Output
MEMO/[counter:4]	MEMO/0001, MEMO/0002
MEMO/[year]/[counter:4]	MEMO/2024/0001
[program]/[counter:5]	BTECH/00001
[course]/SEM[semNo]/[counter:3]	CS101/SEM4/001
PC/[batch]-[counter:4]	PC/2023-0001

Step 4: Field Mapping

This step allows you to choose specific format options for each token. Selecting the appropriate format gives you better control over how data appears in serial numbers.

Format Options by Token:

[monthYear]

• MMYY Format → Output: 0124
• MMYYYY Format → Output: 012024

[semNo] and [year]

• Numeric → Output: 1, 2, 3
• Roman → Output: I, II, III

[level]

• Level Code → Output: UG, PG, PhD

[examType]

• Type Code → Output: R, S
• Type Number → Output: 1=R, 2=S

[batch]

• Start Year → Output: 2023
• End Year → Output: 2024
• Start Year Short → Output: 23
• End Year Short → Output: 24

[examinationYear]

• Year → Output: 2024
• Year Short → Output: 24

[program] and [course]

Values come from the Naming Series Prefix field in program configuration.

To configure custom values:

1. Navigate to: Academic Admin Workspace → Academics - Programs
2. Select the program → Click Edit Program
3. Enter value in Naming Series Prefix field
4. Save the program

Step 5: Select Reset Policy (Memo Only)

This step applies only to Memos. For certificates (PC, CGS, OD), proceed to Step 6.

Choose when the counter should reset:

Available Reset Policies:

1. Global (Continuous numbering)
2. Notification-wise (Reset per exam)
3. Year-wise (Reset annually)
4. Semester-wise (Reset per semester)
5. Notification + Program (Reset per program in exam)

Reset Policy	When Counter Resets
Global (Continuous numbering)	Never resets
Notification-wise (Reset per exam)	Each examination notification (Regular/Supplementary)
Year-wise (Reset annually)	Each examination year
Semester-wise (Reset per semester)	Each semester
Notification + Program (Reset per program in exam)	Each notification per program

Critical Requirements

• Honors and Minors memos MUST use Global (Continuous numbering) reset policy only
• Using other reset policies for Honors and Minors will cause generation errors
• Reset policy cannot be changed after initial configuration

Start Value (Global Reset Policy Only):

The start counter option is only visible when you select Global (Continuous numbering) reset policy.

• Default Value: System displays 1 by default
• Purpose: Define the series number from which serial number generation should start
• System Assistance: If you click Create without entering the correct start counter number, the system will display a pop-up message suggesting the safe start counter value to prevent duplicate serial numbers
• Important: Once configured, the start value cannot be modified

Step 6: Save Configuration

Review your configuration:

✓ Pattern includes [counter] token ✓ Pattern preview shows expected format ✓ All field mappings are selected ✓ Reset policy is appropriate (for Memos) ✓ Start value is correct (for Global reset policy)

Click Create to save your configuration.

warning

Once saved, reset policy and start value cannot be modified.

Configuration Examples

Example 1: Global (Continuous Numbering)

Configuration:

• Entity: Memo
• Pattern: MEMO/[counter:5]
• Reset Policy: Global (Continuous numbering)
• Start Value: 25000

Output: MEMO/25000, MEMO/25001, MEMO/25002

Use Case: Continuous institutional numbering without resets

Example 2: Notification-wise (Reset per exam)

Configuration:

• Entity: Memo
• Pattern: MEMO/[examinationYear]/[counter:4]
• Field Mapping: [examinationYear] → Year Short (24)
• Reset Policy: Notification-wise (Reset per exam)

Output:

• Regular Exam: MEMO/24/0001, MEMO/24/0002
• Supplementary Exam: MEMO/24/0001, MEMO/24/0002 (resets)

Use Case: Separate numbering for each examination notification

Example 3: Year-wise (Reset annually)

Configuration:

• Entity: Memo
• Pattern: MEMO/[examinationYear]/[counter:4]
• Field Mapping: [examinationYear] → Year (2024)
• Reset Policy: Year-wise (Reset annually)

Output:

• Examination Year 2025: 2025-01, 2025-02
• Examination Year 2024: 2024-01, 2024-02

Use Case: Reset numbering based on examination year

Example 4: Semester-wise (Reset per semester)

Configuration:

• Entity: Memo
• Pattern: [course]/SEM[semNo]/[counter:3]
• Field Mapping: [semNo] → Roman (I, II, III, IV)
• Reset Policy: Semester-wise (Reset per semester)

Output:

• Semester 1: CS101/SEMI/001, CS101/SEMI/002 (continues for same semester)
• Semester 2: CS101/SEMII/001 (resets when semester changes)

Use Case: Semester-wise organization with reset on semester change

Example 5: Notification + Program (Reset per program in exam)

Configuration:

• Entity: Memo
• Pattern: [program]/[counter:4]
• Reset Policy: Notification + Program (Reset per program in exam)

Output (Same Examination):

• CIVIL - 0001
• EEE - 0002
• MECH - 0003
• ECE - 0004

Note: For every department, serial number changes within the same examination. When notification changes, serial numbers reset.

Use Case: Department-specific numbering within each examination

Editing Configuration

You can edit existing configurations with the following limitations:

Can Edit:

• ✓ Pattern
• ✓ Field mappings
• ✓ Active status

Cannot Edit:

• ✗ Reset policy
• ✗ Start value

To Edit: Click on configured entity → Update pattern or mappings → Click Update

Serial Number Generation

For Memos

Serial numbers are generated automatically when memos are created. Naming Series must be configured and active before generating memos.

For Certificates (PC, CGS, OD)

Serial numbers are generated only for students with no backlogs. Naming Series must be configured and active before generating certificates.

Troubleshooting

Issue 1: Cannot Generate Memos

Solution:

1. Verify Memo entity is configured
2. Check Active toggle is ON
3. Ensure pattern includes [counter] token
4. Verify all field mappings are complete

Issue 2: Honors and Minors Memo Generation Error

Solution: Honors and Minors memos require Global (Continuous numbering) reset policy only. If you used a different reset policy, contact support@campx.in for assistance.

Issue 3: Pattern Missing Counter Token

Solution: Add [counter:4] or [counter:5] to your pattern. Example: Change MEMO/[year] to MEMO/[year]/[counter:4]

Issue 4: Certificate Not Generated for Student

Solution: Check if student has active backlogs. Certificates are only generated for students with no backlogs.

Important Reminders

Key Points

• Naming Series must be configured before generating any memos or certificates
• Pattern must always include the [counter] token
• Counter padding maximum is 10 digits
• Honors and Minors memos require Global (Continuous numbering) reset policy
• Certificates are generated only for students with no backlogs
• Reset policy and start value cannot be changed after saving

Support

For assistance with Naming Series configuration:

Email: support@campx.in Documentation: Docs.Campx.in