Document Numbering
Every document in the Register has a Document Number — the unique reference identifier used in transmittals, correspondence, and audit trails. Kazinex supports both manual numbering and auto-numbering schemes that generate structured reference numbers automatically.
Manual numbering
If no auto-numbering scheme is configured, members type the document number manually when creating a record. The system validates that the number is unique within the project.
Pros: Full control over numbering format, good for migrating existing registers where numbers are pre-assigned. Cons: Risk of inconsistency, typos, and duplicate-number conflicts.
Auto-numbering schemes
An auto-numbering scheme defines a structured format for generating document numbers automatically. When a member creates a new document, the system fills in the number field using the scheme — the member only selects or confirms the variable parts.
How a scheme is built
A scheme is a sequence of segments. Each segment is either:
| Segment type | Description | Example output |
|---|---|---|
| Literal text | Fixed characters | DRG- |
| Discipline code | Short code for the document's discipline (set when creating the document) | STR (Structural) |
| Document type code | Short code for the document type | PLAN |
| Zone code | Short code for the zone | ZA |
| Stage code | Short code for the stage | CD |
| Sequential counter | Auto-incrementing number with configurable width and start value | 001 |
| Year | Current year at time of creation | 2024 |
| Custom metadata code | Code from any configured dropdown metadata field | PKG-01 |
Example scheme
A scheme with the pattern:
[Discipline Code]-[Document Type Code]-[Zone Code]-[Counter(4)]
Produces numbers like:
STR-PLAN-ZA-0001
STR-SPEC-ZB-0001
MEP-DWGS-ZA-0001
Each unique combination of variable codes has its own counter — so STR-PLAN-ZA-0001 and MEP-DWGS-ZA-0001 are independent sequences.
Configuring a numbering scheme
Auto-numbering schemes are configured by Org Admins or Project Admins:
- Go to Settings → Metadata → Document Numbering (org-level) or Project Settings → Metadata → Document Numbering (project-level).
- Click New Scheme or Edit on an existing scheme.
- Build the scheme by adding segments in order. Use the segment picker to add each part.
- Set the Counter width (number of digits — e.g. 4 for
0001) and Start value (default1). - Click Preview to see an example number with sample codes.
- Click Save and Activate the scheme.
Only one scheme can be active per project at a time. Activating a new scheme does not re-number existing documents — it applies only to documents created after activation.
Counter behaviour
Counters are scoped to each unique combination of variable segments. For example:
STR-PLAN-ZAgets counter0001,0002,0003independently fromSTR-PLAN-ZBwhich gets its own0001,0002,0003
Deleting a document does not release its number back to the pool. Numbers are consumed on record creation and are permanent — even if the record is later deleted, that number does not recycle.
Revision codes
The document number identifies the document. The revision code identifies which version of that document. Common revision code conventions:
| Convention | Draft revisions | Issued revisions |
|---|---|---|
| Letter-based | P01, P02 (P = Preliminary) | A, B, C |
| Number-based | Rev 0, Rev 1 | Rev 2, Rev 3 |
| Status-based | D01, D02 | C01, C02 |
Revision codes are typed manually by the uploader — they are not auto-generated. The system validates that revision codes are unique within a document (you cannot upload two revisions with the same code).
See Revision Control for more on managing revisions.
Scheme configuration by admins
For detailed admin configuration of schemes, code tables, and counter management, see Document Numbering Admin Guide and Auto-Numbering Tokens Reference.
What's next
- Creating Documents — where the document number is entered
- Revision Control — manage document versions
- Auto-Numbering Tokens Reference — all available tokens and formats