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Document Numbering Schemes

Document numbering schemes define the auto-numbering rules for a specific project. While the Auto-Numbering Schemes guide covers how to build a scheme template (the format structure), this guide focuses on the practical setup and management of numbering within a project.

Setting up numbering for a new project​

Step 1: Define your code tables​

Before building a scheme, define the option codes for each dropdown metadata field that will be referenced in the number format.

Required codes to define (for a typical scheme like STR-PLAN-ZA-0001):

Metadata fieldExample options and codes
DisciplineStructural = STR, MEP = MEP, Architectural = ARC, Civil = CIV
Document TypeDrawing = DWG, Specification = SPEC, Report = RPT, Method Statement = MS
ZoneZone A = ZA, Zone B = ZB, Site-wide = SW
StageDesign Development = DD, For Construction = FC, As Built = AB

Codes must be agreed with your document control plan before configuration — changing codes after documents are numbered creates inconsistency.

See Custom Metadata Fields for how to configure options and codes.

Step 2: Build the scheme format​

In Project Settings → Metadata → Numbering (or org-level for shared schemes), create a scheme using the Token Builder:

  1. Determine which metadata fields contribute to the number format.
  2. Add tokens in the agreed order (e.g. Discipline, Doc Type, Zone, Counter).
  3. Add separators (literal - tokens between code tokens).
  4. Set counter width (typically 3 or 4 digits).
  5. Preview with sample codes.
  6. Save.

Step 3: Test the scheme​

Create a test document with known discipline, type, and zone values. Confirm the generated number matches the expected format before activating the scheme for all team members.

Step 4: Activate the scheme​

Click Activate on the scheme. All new documents created in this project will use the scheme from this point.

Managing revision codes​

The document number identifies the document. The revision code is a separate field typed by the member when uploading a revision. Common revision code conventions:

ConventionDraft revisionsIssued/approved revisions
Alpha-numericP01, P02A, B, C
Numeric0, 1, 23, 4
Stage-basedDD-01FC-01, FC-02

Agree the revision code convention in the project's Document Control Plan and communicate it to all members. The system validates uniqueness (no two revisions can share a code) but does not enforce a specific format.

Migrating from an existing numbering system​

If your project has existing documents with pre-assigned numbers from another system:

Option A: Manual entry (no auto-numbering)​

Do not activate a numbering scheme. Members type the document number manually in the Number field. Import existing documents using the Bulk Import feature with pre-populated numbers.

Best for: Projects with a small number of existing documents or where existing numbers must be preserved exactly.

Option B: Auto-numbering with counter offset​

Configure the scheme to match the existing format. Set counter start values to resume from where the existing system left off (e.g. if you have STR-PLAN-ZA-0015, set the STR/PLAN/ZA counter to start at 16).

  1. Import existing documents using bulk import with existing numbers.
  2. Activate the scheme.
  3. In Manage Counters, set the start value for each combination to resume from the correct point.

Best for: Projects mid-flight where new documents will be numbered automatically but existing documents are migrated with their original numbers.

Multiple numbering schemes​

A project can only have one active scheme at a time. If your project scope requires different numbering for different document sets (e.g. drawings use one format, specifications another), either:

  • Build a scheme flexible enough to cover both (using optional token positions)
  • Use manual numbering for the exception set
  • Discuss with your Org Admin whether two separate projects would be more appropriate

What's next​