File and Item Numbering Schemes

Numbering Schemes let you configure how files and items are named when they are added to the vault. You can select from two existing schemes, Mapped and Sequential, or you can create custom numbering schemes using one or more parameters.

Mapped	Numbers are generated based on the user-defined properties mapped to the file or item in the Map Properties dialog.
Sequential	Numbers are generated sequentially. This is the default number scheme and cannot be edited or deleted.
Custom	Numbers are generated based on a custom design. This feature provides the flexibility to create a numbering scheme where the number carries information about the file.

Numbering field essentials

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

	Example	Description
Autogenerated	1001, 1002, 1003	Creates a sequential file number automatically each time a file is created. No user input is required.
Delimiter	-	A single character, such as a dash that separates each field.
FixedText	2004	Use this for a value you do not want changed and want to have in each file number.
FreeText	prototype	Creates a free form field so users can enter additional information
PredefinedList	blue, yellow, green	Provides a list of choices to the user each time a file is created.
Workgroup Label	WG1	The workgroup ID for the workgroup in which the number is generated.

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.