Understanding Record Numbers
Concept Article – Learn how JGID's hierarchical record numbering system works and how it helps you trace every record back to its origin.
Why Does Every Record Have a Number?
Every major record in JGID is assigned a unique record number.
Unlike many systems where records receive random reference numbers, JGID uses a hierarchical numbering system.
Each new record inherits the identity of the record that created it.
This means the record number itself tells the story of how the project has evolved.
By looking at a record number, you can often identify exactly which Opportunity, Quote or Job it belongs to without opening the record.
Everything Starts with the Opportunity
Every project begins with an Opportunity.
When an Opportunity is created, JGID automatically assigns it a unique Project Number.
For example:
Opportunity: 1000
This becomes the foundation for every record created throughout the life of the project.
Quotes Build on the Opportunity
Each Quote created from the Opportunity receives the Opportunity number, followed by a sequential Quote number.
For example:
- Quote
1000.1 - Quote
1000.2 - Quote
1000.3
Each Quote remains linked to the same project while representing a different commercial proposal, revision or variation.
Jobs Build on the Quote
When a Quote is accepted, one or more Jobs can be created.
Each Job inherits both the Opportunity number and the Quote number.
For example:
- Job
1000.1.1 - Job
1000.1.2 - Job
1000.1.3
These represent separate Jobs created from Quote 1000.1 .
If another Quote is later accepted, its Jobs continue the same pattern:
- Job
1000.2.1 - Job
1000.2.2
This makes it immediately clear which Quote each Job originated from.
Records Build on the Job
Many records can be created while delivering a Job.
Each of these records inherits the Job number and appends its own sequential number.
Examples include:
- Worksheets
- Job Hazard Analyses (JHAs)
- Daily Work Summaries (DWS)
- Forms
- Reports
- Invoices
For example:
- JHA
1000.1.1.1 - JHA
1000.1.1.2 - DWS
1000.1.1.3 - Invoice
1000.1.1.1
If a Job is invoiced progressively, the numbering continues:
- Invoice
1000.1.2.1 - Invoice
1000.1.2.2 - Invoice
1000.1.2.3
Each number clearly identifies which Job the record belongs to.
Reading a Record Number
Once you understand the numbering system, every record number tells a story.
For example:
1000.1.2.3
can be interpreted as:
- 1000 → Project (Opportunity)
- .1 → Quote
- .2 → Job
- .3 → Third record of that type created for the Job (for example, the third Invoice)
This hierarchy allows you to quickly understand where a record fits within the overall project.
Why Is This Useful?
Hierarchical numbering provides complete traceability throughout the project lifecycle.
It allows you to quickly identify:
- Which Quote a Job originated from.
- Which Job an Invoice belongs to.
- Which Job a JHA or Daily Work Summary was completed for.
- Which records relate to the same stage of work.
- How a project has evolved over time.
Instead of being isolated records, every document remains connected to the project that created it.
More Than Just Identification
The record numbering system reflects the way JGID manages projects.
Rather than treating Quotes, Jobs and Invoices as separate pieces of information, JGID preserves the relationships between them.
This creates a complete audit trail from the first Opportunity through to the final Invoice and every operational record created along the way.
Best Practice
Avoid creating duplicate projects simply to generate new Quotes or Jobs.
If additional work relates to the same project, continue working within the existing Opportunity so every new record remains connected through the same numbering hierarchy.
This preserves the complete commercial and operational history of the project.
Frequently Asked Questions
Can two records have the same number?
No.
Every record number is unique within its record type and reflects its position within the project hierarchy.
Why do Quotes, Jobs and Invoices have similar numbers?
Because each record inherits the identity of the record that created it.
This makes it easy to see how records are related.
Does every module use hierarchical numbering?
Most major project records follow this principle, allowing you to trace them back through the Job, Quote and Opportunity that created them.
Does the numbering change if I edit a record?
No.
Once assigned, a record number becomes part of the permanent history of that record.
Why doesn't JGID use random reference numbers?
Because meaningful record numbers improve traceability, reduce confusion and make it much easier to understand the history and relationships within a project.
Summary
JGID's hierarchical record numbering system is much more than a way of assigning reference numbers.
Every major record inherits the identity of the record that created it, making it possible to trace Quotes, Jobs, Worksheets, JHAs, Daily Work Summaries, Forms and Invoices back through the project hierarchy.
This provides complete traceability, preserves project history and helps everyone understand how every piece of work fits into the bigger picture.