Overview

External Reference Codes allow organizations to define and manage internal or client-related identifiers, such as project numbers, case references, or other code-based tracking systems. These codes can be configured as simple lists or grouped hierarchically to represent parent and child relationships. For example, a parent group may represent a client or department with several related codes that represent projects or matters.

Navigating to External Reference Codes

From the navigation bar, select External Reference Codes. The main view lists all existing Code Categories (also referred to as Code Types) on the left panel.

Each category represents a unique set of codes, such as Client Numbers, Project IDs, or Department References. Selecting a category displays its related codes and details in the main panel.

At the top of the screen, you will find:

• Search bar: Filter categories
• + button: Opens the Create External Reference Code panel to add a new category

  

• Edit, Delete, and Create Code: Actions available within an open category

Viewing and Managing Code Categories

When you select a category, all associated codes appear in a structured list. If the category supports grouped codes, codes are organized under their respective parent groups. If grouping is not enabled, the list displays all codes without grouping.

Each code entry includes:

• Code: The unique identifier
• Code Name: The descriptive name or label
• Description: Optional notes or context
• Created: The date the entry was added

You can expand or collapse grouped sections to view related codes.

Creating a New Code Category

Select the + button next to the search field in the upper left corner to open the Create External Reference Code panel. Enter a Code Name and an optional Description.

You can then choose whether to enable grouped codes by toggling Enable Grouped Codes. Grouped codes organize entries into related sets (for example, a parent client code with multiple associated project or matter codes). Ungrouped codes create a single list of individual entries without subcategories.

If grouping is enabled, you can define a Group Mask, Code Mask, and Combined Mask to specify the required format for each entry. Expand the Show mask format information link for guidance on creating valid patterns.

Grouped Codes NOT Enabled

The category will include a single list of codes without subcategories. Only the Code Mask field will be visible. The Code Mask defines the expected format for each code value. If no mask is entered, the system will accept any value.

Grouped Codes Enabled

Grouped codes allow you to organize entries into subcategories. A grouped category might have a parent group with several related codes.
When you enable grouped codes, additional fields appear to define how group and code values relate to each other.

You will see three mask fields:

• Group Mask: Defines the format for the parent group value
• Code Mask: Defines the format for the related child code
• Combined Mask: Required; defines how the two values merge together. The mask must include {group} and {code} so the system knows where to place each part

Managing Codes Within a Category

You can manage existing External Reference Code categories from the left panel of the External Reference Codes page. Selecting a category displays its list of codes on the right, along with available actions such as editing, deleting, or creating new entries. 

From this view, you can maintain the structure and accuracy of your code data by updating names, descriptions, or mask patterns as needed. The right-hand panel adjusts dynamically based on the selected category type, ensuring that grouped and ungrouped code structures are both easy to manage. 

This layout allows you to review all related codes in one place while keeping the overall organization of your external references consistent and up to date.

Editing a Category

When editing a category, a panel appears on the right side of the screen (the same panel used when creating a new category). This panel will display the existing category’s information, allowing you to make updates as needed.

Deleting a Category

When deleting a category, a confirmation pop-up will appear to confirm the deletion. Deleting an External Reference Code category will also remove all codes associated with that category.

Creating a Code

Selecting Create Code opens the right-side panel where you can add a new code. The available fields and behavior depend on whether the category is grouped or ungrouped:

• Ungrouped Categories: Users can enter the Code, Name, and Description when creating the code. The code must match the format defined by the Code Mask.

  

• Grouped Categories: Users will first create the code only. The code must follow both the Group Mask and Code Mask formats. Once the code is created, users can edit it to add the Name and Description.

  

After entering the required information, select Submit to add the new code to the list.

Example Use Cases

External Reference Codes can be customized for various organizational needs, such as:

• Client and matter tracking: For law firms or service-based organizations
• Department and project identifiers: For corporate environments
• Billing or cost-center references: For finance or accounting teams
• Job, case, or asset numbering systems: For operations and facilities management

By standardizing code formats through masks, organizations maintain consistency and improve data integrity across integrations.