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Set Up Document Numbering

Role: Project Admin or Org Admin
Time: 30–60 minutes
Prerequisites: Project created, metadata fields (discipline, document type, zone) configured with option codes

This tutorial guides you through configuring an auto-numbering scheme that produces document numbers in the format STR-PLAN-ZA-0001 (discipline + document type + zone + counter). Adapt the steps to your specific format.

Step 1: Agree the numbering format​

Before touching any settings, agree the format with your project controls lead and document controller. Document it in your Document Control Plan.

Decisions to make:

DecisionExample
Which metadata fields appear in the number?Discipline, Document Type, Zone
What separator characters?Hyphen (-)
Counter width?4 digits (0001)
Counter scope?Per combination (each discipline/type/zone combo has its own counter)
Year in number?No

Sample format: [Discipline]-[DocType]-[Zone]-[Counter(4)]

Step 2: Verify your option codes​

The number uses option codes from your metadata fields. Check they are configured:

  1. Go to Settings → Metadata → Fields.
  2. Open the Discipline field — confirm each option has a short code (STR, MEP, ARC, CIV).
  3. Open the Document Type field — confirm each type has a code (DWG, SPEC, RPT).
  4. Open the Zone field — confirm each zone has a code (ZA, ZB, SW).

If any option is missing a code, edit the option and add it. Codes should be 2–6 characters, uppercase, no spaces.

Step 3: Build the numbering scheme​

  1. Go to Project Settings → Metadata → Numbering.
  2. Click New Scheme.
  3. In the Token Builder, add segments in order:
SegmentTypeConfiguration
Discipline codeMetadata field codeSelect "Discipline" field
SeparatorLiteral textType -
Document type codeMetadata field codeSelect "Document Type" field
SeparatorLiteral textType -
Zone codeMetadata field codeSelect "Zone" field
SeparatorLiteral textType -
CounterSequential counterWidth: 4, Start: 1
  1. Set Counter scope to Per combination.
  2. Give the scheme a name: Standard Document Numbering v1.
  3. Click Save.

Step 4: Preview the scheme​

  1. Click Preview on the scheme.
  2. Enter sample values:
    • Discipline: STR
    • Document Type: DWG
    • Zone: ZA
  3. Confirm the preview shows: STR-DWG-ZA-0001.
  4. Change discipline to MEP and confirm: MEP-DWG-ZA-0001.
  5. The counter for MEP-DWG-ZA is independent of STR-DWG-ZA — both start at 0001.

If the preview doesn't look right, go back and check the segment order and literal text separators.

Step 5: Test with a real document​

Before activating for the whole team, create one test document:

  1. Go to Documents → New Document.
  2. Fill in: Title = "Test Document", Discipline = STR, Document Type = DWG, Zone = ZA, Status = Draft, Revision = P01.
  3. Note the Document Number field — it should show STR-DWG-ZA-0001 (or the first counter value).
  4. Save the document.
  5. Confirm the number is correct.
  6. Delete the test document if it was just a test.

Step 6: Activate the scheme​

  1. Return to Project Settings → Metadata → Numbering.
  2. Open the scheme.
  3. Click Activate.
  4. Confirm the activation.

The scheme is now active. All new documents created in this project will use auto-numbering.

Step 7: Communicate to the project team​

Send a brief message to your project team explaining:

  • Documents will now get auto-numbered — they don't need to type the number
  • They still need to select the correct Discipline, Type, and Zone — these fields determine the number
  • If they select the wrong discipline or zone, the number will be wrong — advise them to double-check before saving

Step 8: Monitor the first 20 documents​

After activation, monitor the first batch of documents created:

  1. Go to Documents and filter to show the newest first.
  2. Verify the numbers follow the expected format.
  3. Check that different discipline/zone combinations are producing independent counters.
  4. If any number is wrong, the member likely selected the wrong discipline or zone — the document needs to be edited to correct the classification (the number cannot be changed).

What's next​