Set custom, standard case name formats

Need to ensure consistent case names? Then use this feature to ensure that everyone follows the same standard for naming new cases.

Peter Olsen avatar
Written by Peter Olsen
Updated over a week ago

Perhaps you have a company-wide format for e.g. naming projects. You then want to ensure that cases set up in Gluu follow this standard. The reason may be that you want to map cases in Gluu to synchronize with corresponding SharePoint folders. This article details how this is done with Gluu.

NOTE: Setting a standard is optional - if nothing is set then users can add any case name format.

Example of standard case name:

A company has the following standard for new projects:
PROJECTNUMBER-PROJECTNAME, or for instance '12345-Tile roofing'

To ensure only this format of 5 digits, a dash and a text are used as a case name.

How to set up a case name standard

  1. Go to the case template where you want to enforce a naming standard.

  2. Set the validation code and the instruction text:

  • Case name validation code - this is where you set the code (Gluu uses a format called 'regular expressions', or RegEx) to validate the case name - and perhaps even map to a SharePoint folder.

  • Case name instruction- this is where you define the text to show to all case creators as the correct input format for the case name.

Regular expression specified in Case name validation code may serve two purposes:

  1. Apply restrictions to case naming only. Process editors can force users to give case certain names, just to bring some order. (Even if the account doesn't use the SharePoint export feature at all.)

  2. Apply restrictions and maps to a corresponding SharePoint folder.

Applying restrictions to case name only

If you just want to validate the case name then you must write a validation rule using the Regular Expression format, e.g.:


This example means that the case name must start with the capital letter from the range A->Z followed by exactly 5 digits.


which means - case name must end with the suffix - 2 or 3 letters (case insensitive) followed by 3 or more digits.

Lost? We'll be happy to write a regular expression for you - just send your preferred standard to our support team.

Map to a corresponding SharePoint folder

If you also want to map to a SharePoint folder, then you must specify "named capturing group" with a predefined name match, e.g:

^(?<match>[A-Z]{1}\d{5}) - same rule as above but now this part of the case name is "extracted" and have the name "match" the app can refer to. The value of the group is used to filter the remote folders list. If there's a folder with this "piece" in the name - we use it to export things to. If not - we behave as usual.

Changing and updating case templates and cases

  • Regex can be specified on the case template and/or case level. When a user clicks "start case" then it's copied from a template but may be changed/cleared if needed for the particular case. Or it can be changed later by editing the case. 

  • Regex is preserved with the case, so it is safe to change the template properties later, it won't break anything for running/completed cases.

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