Numbering Scheme Administration

Numbering field essentials

Each separate part in a file number is called a field. There are 5 basic fields:

Defining file fields

The field type selected in the Add Field dialog box determines the available field settings. The default choice is Auto-generated Sequence.

Auto-generated Sequence Settings

• Use to Name text box to give a name to the auto generated field.
• The length determines the number the size of the range field and must be a positive value.
• The range specifies the beginning and end of the auto generated number. The lower most limit must be less than the upper most limit.
• StepSize controls how the auto generated number is incremented.

Delimiter

• The value must be a character. The delimiter is used to separate fields.

Fixed Text

• Use the Name text box to give a name to the fixed text field.
• The value entered in the Fixed Text field always displays in the file number and cannot be modified by the user.

Free Text

• Use the Name text box to give a name to the free text field.
• Max Length controls the maximum number of characters allowed for this field.
• Max Length required forces user to enter the number of characters specified in the Max Length field. The number length cannot be over 50.

Predefined List

• Use the Name text box to give a name to the predefined list field.
• Specify a list of values in the Code field. You can optionally enter a description for each of the values.
• Use the Move up and Move down buttons to change the order of the values.
• Use the Delete button to remove a value.

Workgroup label

• Selecting this option automatically assigns the workgroup label as a fixed value in the numbering scheme.

Unrecognized characters

• The following characters are not acceptable in file or item names: " / ? < > \ * | :

Preview and edit numbering schemes

The New Numbering scheme dialog box and the Edit Numbering Scheme dialog box allow you to review and edit a numbering scheme.

• The name displays in the Name field. The name of the numbering scheme cannot be modified.
• The Preview field displays all fields defined. A field requiring user input is displayed as a question mark (?). Auto-generated fields are displayed as a pound sign (#).
• The Number of Digits field shows the maximum possible file number length.
• The Append workgroup label check box lets you add the workgroup label to the file or item name. This label is useful in differenitiating files between workgroups.
• Use the Move up and Move down buttons to change the order of the values.
• Use the Edit, Delete and Add button to perform their respective operations.
• Force letters to uppers case by selecting the To Upper-case check box.

General numbering scheme rules

• Only one auto generated field per numbering scheme sequence is allowed.
• A user defined numbering scheme can only be edited or deleted when it is not in use. That is, the user defined numbering scheme has not been used or all the files using it have been deleted.
• The sequential numbering scheme cannot be edited or deleted.

Access Numbering Schemes Definitions

1. Select Tools  Administration  Vault Settings.
2. In the Vault Settings dialog box, select the Behaviors tab.
3. In the Numbering section, click Define.

   The Numbering Schemes dialog box lists the available numbering schemes. The default numbering scheme is indicated with a check mark. You can also create new schemes, edit existing schemes, and set the default scheme.

4. Select whether you want to view file or item numbering schemes, or both from the Filter drop-down list.

Create a New Numbering Scheme

1. Click New.
2. In the New Numbering scheme dialog box, enter the scheme name.
3. Click New to add fields for the numbering scheme.
4. Enter a name for the numbering scheme in the Name text box, and then click Add.
5. In the Add Field dialog box, select one of the following field types:
   • Auto-generated sequence
     • Enter a name for the auto-generated field.
     • Specify the length for the range. The length must be a positive number.
     • Enter the starting and ending value for the range.
     • Enter the StepSize. The StepSize value must be at least 1.
     • The auto-generated sequence is zero-padded by default. To remove zero-padding, clear the check box.

       An example of zero-padded numbers: 000001, 000002, 000003

   • Delimiter
     • Enter the delimiter value. It must be a character, such as a dash (-), used to separate fields.
   • Fixed text
     • Enter a name for the fixed text field.
     • The value entered in the Fixed text field is a constant and cannot be edited. The value cannot exceed 50 characters.
   • Free text
     • Enter a name for the free text field.
     • Enter the maximum length of the field.
     • Select the Max length required check box to fix the length of the field to the value specified in the Max length field.
   • Predefined list
     • Enter a name for the free predefined list field.
     • Enter a value in the Code field. You can optionally enter a description for each of the values.
     • To change the order of the entries, highlight a value, and then click Move up or Move down.
     • To delete an entry, highlight a value, and then click Delete.
   • Workgroup label

     This option automatically assigns the workgroup ID to the number. The workgroup ID is based on the workgroup in which the number is generated.

6. Click OK.

   The New Numbering Scheme dialog box displays a preview of the settings defined in the Add/Edit dialog box.

7. To change the settings, click Edit. To delete, click Delete. To add another numbering scheme, click Add.
8. To display text in all capital letters, select the Force to upper-case check box.
9. Click OK.

Edit an Existing Numbering Scheme

Only numbering schemes that have not been used by a file may be edited, with the exception that in-use schemes can have their ranges increased.

1. Select a numbering scheme from the list.
2. Click Edit.
3. On the Edit Field dialog box, change the values for the selected numbering scheme.
4. Click OK.

Set the Default Numbering Scheme

1. Select a numbering scheme from the list.
2. Click Set as Default.

Delete a Numbering Scheme

Only schemes that are not in use can be deleted.

1. Select a numbering scheme from the list.
2. Click Delete.
   Note: You cannot delete a default scheme. Select another scheme to be the default before deleting it.

Manage Change Order Numbering Schemes

You can use numbering schemes to help organize your change orders.

Access

1. From the Tools menu, select Administration Vault Settings.
2. In the Vault Settings dialog box, click the Change Orders tab.
3. In the Change Order Numbering section, Click Define.

Create a New Numbering Scheme

1. In the Change Order Numbering dialog box, click New.
2. In the Edit/Create Change Order Numbering Scheme dialog box, specify a name for the numbering scheme in the Code field.
3. In the description field, optionally enter a description of the scheme.
4. Specify the starting number for the new scheme.
5. The change order numbering scheme can range from 3 to 6 digits. Select the number of digits to use for the scheme.
6. Click OK.

Modify a Numbering Scheme

1. In the Change Order Numbering dialog box, select a numbering scheme from the list and then click Edit.
2. In the Code field, enter different descriptive information.
3. In the Edit/Create Change Order Numbering Scheme dialog box, edit the name, description, starting number, and the number of digits for the scheme.
   Note: For the pre-defined numbering scheme labeled ECO, only the starting number can be edited.
4. Click OK.

To make a numbering scheme the default, select a scheme, and then click Set as Default.

To delete a numbering scheme, select a scheme, and then click Delete.

Choose a Numbering Scheme

1. In the Choose Numbering Scheme dialog box, select the drop-down arrow and make a selection.
2. Click OK to complete the selection.