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What is Automatic Document Numbering?

This functionality allows you to configure a pre-determined document numbering sequence as a template that can be applied to your documents on Upload to Automatically number your documents.

This will help you to ensure the numbering sequence for your Documents is always correct on your Projects

 

How to Configure Automatic Document Numbering

 

You will need to be a Project or Register Admin to access these options
  1. Go to configure
  2. Click Modules 
  3. Click Publication Space

    Click on the Numbering tab

Or

  1. Under Publication Space Module click Settings

 

  1. Click on the Numbering Tab
  2. Select Enabled

  3. Under Auto Numbering Click on Create New Template

Provide a Template name

Select the fields you would like to form the Numbering Sequence

By default you will be able to select Project, Company and all User Field's with selectable options

To add another field to the numbering sequence click the + Sign

 

To remove one select the - sign

To define separators between the fields select from list between criteria

The last field will always be the Sequence number. 

 

The sequence number can be configured in terms of

 

-Length - defined the length of number in the sequence

-Start at - defines at which point the sequence begins

 

Select the document types to apply this Sequence to.

Document types examples

-Manual

-Drawings

-Specifications

-Meetings Minutes

Then click save

 

This new template will now be displayed in the Auto Numbering section

How to use Automatic Document Numbering

After configuring an Automatic Document Numbering format as above, you can start using it during your uploads.

  1. Upload your documents by drag and drop
  2. On the upload page select the Document Type

In this example, Manual is selected 



  1. This will now use the Automatic Numbering template configured for this type
  2. You will see the Document Number change to the configured format
  3. Select values for the other fields that are part of the Numbering format and the rest of the Document Number will be automatically updated
  4. The Sequence number is only generated after clicking uploaded
  5. If all the fields required as part of the Automatic Document Number is filled in on the upload page, click Upload

 

You will see the new Document(s) that are uploaded have been given a Document number along with it's sequence number.

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