Bates numbering issues typically involve stamps not appearing where expected, gaps in numbering sequences, or settings that don't apply correctly. This page walks through common problems and solutions.
Bates stamps not appearing on documents
If you've applied Bates numbers but don't see stamps on the document, check the following:
- File type. Spreadsheets, audio files, and video files don't support visual Bates stamps because they have no fixed page layout. These file types receive a Bates number in metadata only.
- Position settings. Verify that the stamp position is correct in the Bates options. If the stamp is placed outside the visible page area, it won't appear.
- Try Auto position. The Auto position mode scans each page and places the stamp in the first empty corner, avoiding overlaps with existing content.
- Refresh the viewer. Close and reopen the document to ensure you are viewing the stamped version.
Bates stamps in the wrong position
If Bates stamps appear in an unexpected location or overlap with existing content:
- Use Auto position. The Auto position feature analyzes each page layout and selects the best available corner for the stamp, avoiding text, images, and other content.
- Choose a specific position. If Auto position does not work for your documents, select a fixed position (such as bottom-right or bottom-center) in the Bates numbering options.
- Re-stamp after adjusting. After changing position settings, re-apply Bates numbers to the affected files. The new position will replace the previous stamp location.
Gaps in the Bates numbering sequence
Gaps in the Bates sequence can happen when files are deleted after numbering, or when files are re-numbered with different settings. To identify and address gaps:
- Run gap detection. Use the gap detection report to identify missing numbers in your sequence. The report lists each gap with its range and possible cause.
- Document the gaps. If gaps result from legitimately deleted files, you may need to note this in a privilege log or production cover letter rather than re-numbering.
- Re-number if needed. If the production has not yet been delivered, you can re-number the remaining files to close the gaps. Be aware that re-numbering changes all subsequent Bates numbers.
Bates settings not applying to new uploads
If newly uploaded files aren't receiving Bates numbers automatically, verify the following:
- Automatic numbering is enabled. Check that automatic Bates numbering is turned on for this case.
- Case settings are saved. Open Case Settings > Bates and confirm the configuration is saved. Changes that are not saved will not apply to new uploads.
- Processing is complete. Bates numbers are applied after processing finishes. If the file is still being processed, the stamp will appear once processing completes.
Frequently asked questions
Can I undo Bates numbering after it has been applied?
Yes. You can remove Bates stamps from files and re-apply them with different settings. Hintyr tracks stamp history so you can see what was previously applied.
Why do spreadsheets not show a visible Bates stamp?
Spreadsheets do not have a fixed page layout, so a visual stamp cannot be placed on the document. The Bates number is assigned in the file metadata and appears in the document browser and export records.
Can I use different Bates prefixes for different document sets?
Yes. You can change the prefix, suffix, and numbering format in the Bates options before applying numbers to a new set of documents. Each set will use the configured format at the time of stamping.
What happens if two files get the same Bates number?
Hintyr prevents duplicate Bates numbers within a case by tracking the last assigned number and continuing sequentially. If you suspect a duplicate, run the gap detection report which also identifies duplicate entries.