Auto-Numbering Schemes
An auto-numbering scheme defines a structured format for generating document reference numbers automatically. When a member creates a new document, the scheme produces a unique reference number based on the document's attributes and a sequential counter.
How auto-numbering works
When a document is created with an active numbering scheme:
- The member fills in required metadata fields (discipline, type, zone, etc.).
- The system extracts the code from each metadata field referenced in the scheme.
- The codes are assembled into the number format.
- The counter for this combination of codes is incremented.
- The final number is inserted into the Document Number field.
The member sees the number populated automatically — they don't need to type or calculate it.
Building a scheme
- Go to Settings → Metadata → Numbering (org-level) or Project Settings → Metadata → Numbering (project-level).
- Click New Scheme.
- Use the Token Builder to assemble the number format:
Token builder interface
The token builder shows a sequence of segments. Click + Add Segment to add each part:
| Segment type | Configuration | Example |
|---|---|---|
| Literal text | Type any fixed text | -, DRG, / |
| Discipline code | Select the Discipline field | Pulls code from document's Discipline (e.g. STR) |
| Document type code | Select the Document Type field | Pulls code from document's Type (e.g. PLAN) |
| Zone code | Select the Zone field | Pulls code from document's Zone (e.g. ZA) |
| Stage code | Select the Stage field | Pulls code from document's Stage (e.g. CD) |
| Custom field code | Select any dropdown metadata field | Pulls the option code |
| Sequential counter | Set width (1–8 digits) and start value | 001, 0001 |
| Year (4-digit) | No configuration | 2024 |
| Year (2-digit) | No configuration | 24 |
| Month | No configuration | 03 |
Drag segments to reorder. Remove a segment with the × button.
- Set Counter scope: Per combination (default), Per project, or Per year.
- Click Preview to see a sample number with example codes filled in.
- Click Save.
Activating a scheme
A scheme must be activated before it applies to new documents:
- Open the scheme.
- Click Activate.
- Only one scheme can be active at a time per project. Activating a new scheme automatically deactivates the previous one.
Activation does not re-number existing documents — only documents created after activation use the new scheme.
Viewing counter state
Open an active scheme to see the current counter values for all code combinations that have been used. For example:
| Discipline | Type | Zone | Last number | Next number |
|---|---|---|---|---|
| STR | PLAN | ZA | 0015 | 0016 |
| MEP | DWGS | ZB | 0003 | 0004 |
| ARC | SPEC | ZA | 0001 | 0002 |
Adjusting the counter
Project Admins can adjust the counter start value for a specific combination — useful when migrating from another system where some numbers are already taken.
- Open the scheme.
- Click Manage Counters.
- Find the combination you want to adjust.
- Click Set start value and enter the new start value.
- Save.
The next document created with that combination will use the new value.
Scheme examples
Standard project scheme
Tokens: [Discipline Code] + - + [Doc Type Code] + - + [Zone Code] + - + [Counter(4)]
Output: STR-PLAN-ZA-0001, MEP-DWGS-ZB-0023
Counter scope: Per combination
Year-based global counter
Tokens: [Year] + - + [Discipline Code] + - + [Counter(3)]
Output: 2024-STR-001, 2024-MEP-002, 2025-STR-001 (resets each year)
Counter scope: Per year
Simple sequential for all documents
Tokens: DOC- + [Counter(5)]
Output: DOC-00001, DOC-00002, DOC-00003
Counter scope: Per project (single counter)
What's next
- Document Numbering Schemes — per-project numbering setup
- Custom Metadata Fields — configure the option codes used in tokens
- Auto-Numbering Tokens Reference — all available tokens