Manage Document Numbering Scheme

Asite application provides Workspace administrators  with an ability to construct Document Numbering schemes.  Document Numbering Schemes are constructed applied to the folders as a validation rule to the Doc Ref specified while publishing the documents .  

Document Numbering Schemes should be created on Workspaces using the following steps:

1. Select a Collaboration Workspace.

2. Select   menu.

3. Select Manage Document Numbering Scheme.

4. Click on Naming Labels tab.

5. Click on icon.

6. Enter desired Label Name, Display type,  Default value, Max. Length and specify whether the Naming label is editable for user.  

Display type can be Text , Number, Pick List

Mark the Editable option as ON for Text or Number labels if you want the User to specify a different value for the Doc Ref at the time of publishing the document or while editing the attributes of a document.

Mark the Editable option as OFF for Text or Number labels if you want the user to specify the exact value that you have defined as a Default value.

Define the maximum number of characters or numbers the user can enter for a label in a rule as Max Length of the label

Mark the Deactivate option as ON if you do not want a label name to be available for adding to the newly created rules.  

Mark the Deactivate option as OFF to reactivate a deactivated label. The label once reactivated will be available for adding to a rule.

7. Click on Naming Rules Tab

8. Click on icon

Folder Level Unique Rule validates for the unique Doc Ref within the folder for which the rule is applied to.

Workspace Level Unique Rule validates for the unique Doc Ref across the folders of the Workspace

9.   Enter Rule Name, Separator (if required),  specify if the Doc Ref is Workspace Level Unique or Folder Level Unique.

Select Mandatory if you want a mandatory check for the Doc Ref according to the Numbering scheme applied for the folder.

Select Default  if you want the Rule to be a default rule to be applied to the folders of the Workspace for which no rule has been applied. You can define only one Rule as a Default Rule.

10. Click on to add labels to the Rule

11. Select the Labels required to be included in the naming Rule and specify the sequence of each label to be included in the rule

12. Click on Apply Rule and Select the folders to which the rule needs to be applied to.

13. Click on Save button to save the new Document Numbering Scheme.

The  Doc Ref specified while publishing or editing the attributes of a document will be validated against the rules applied for the folder of the document or the Workspace as defined.

Useful links:

Publish Document Revisions

FAQs

Q. I tried to add labels to my new rule but find no labels to select from.

A. You have to create labels that can be added to the rule first.

Q. While creating a label, if I create a label of type Pick List, where do I specify the list of values?

A. You need to specify the list of values in the Display Value field, separated by commas.

Q. While creating a label, how many maximum  values can I define in a Label of Type "Fixed List"?

A. You can define a maximum of 500 characters while defining Pick List values separated by comma. .

Q. While creating a new label, I get a prompt stating "Define Mandatory Value"?

A. You will be prompted this message only if the "Default Value" is blank and the "Editable" setting is set to OFF. The "Default Value" field can be blank if "Editable" is set to ON.

Q. I want to edit a Naming Label?

A. You need to click on the hyperlink of "Naming Label" to edit the values.

Q. What is the maximum characters that I can define for a Label?

A. A maximum upto 200 characters can be defined.

Q. I want to deactivate a Naming Label?

A. You need to click on the hyperlink of "Naming Label" to edit the values. Check the "Deactivate' checkbox as ON and click on "Save" button to deactivate the Naming Label.

Q. What is the difference between Workspace Level Unique and Folder Level Unique Rule?

A. The  Docref must be unique within all the folders across the Workspace to which the rule is applied to, if the Rule is Workspace Level Unique. The Docref must be unique in each folder individually to which the Rule is applied to, if the Rule is Folder Level Unique.

Q. I want to create a new Naming Rule without applying to folders?

A. You can create a Naming Rule with information defined in sections "Rule Information" and "Rule Labels Information". The Folder level application is optional and can be defined separately.

Q. I want to add multiple Naming Labels at a time while creating a rule?

A. You can check the checkbox for required Naming Labels and click on "Add" button.

Q. Why do I need to sequence the labels while creating a new rule?

A. You need to specify the sequence in which the labels need to be validated at the Doc Ref stage.

Q. Can I change the sequence of the Labels at a later point of time?

A. Yes, you can change the sequence of the labels at a later point of time. However, this will have effect from all subsequent data that is created.

Q. Can I select multiple folders to apply the Naming Rule?

A. Yes, you can select multiple folders to apply the Naming Rule.

Q. Few Folders / sub-folders appear as greyed out while appling the Rule?

A. All folders on which a Naming Rule is already applied will appear greyed out. In order to apply the new rule, you need to disassociate the folder from the old rule and apply the new rule.

Q. While editing a Rule, the sections appear collapsed?

A. You need to click on the icon to expand / collapse the section information.

Q. I do not see all folders which my colleague can see while applying the Rule?

A. Yes, only those Folders on which the logged in user has access to is displayed in the Folder List.

Q. The sum of the max. length of the labels that I have selected for a Rule is less than 200, but I am prompted to create a Rule for upto 200 characters only.

A. The Max. Length of the rule is calculated as the sum of the Max. Length of all Labels and the number of separators in between a pair of labels.