Set up item numbering rules

Every item in Upchain is assigned a unique item number upon its creation. Once assigned, the number cannot be modified. Although it is referred to as the ‘item number’, it can contain alphanumeric characters and delimiters.

The item number is generated based on the item numbering rules configured by the Tenant Admin. Upchain's default item numbering rule begins at 10000000-XX-XX and increments by one with each new item created.

You can continue to use the default rule if desired. However, if you wish to use a different numbering scheme, it is recommended that you configure these rules early on so that the items your team starts to create follow this numbering scheme right away.

It is also recommended that you keep the rules as simple as possible. Historically, the item number was used to convey certain item attributes, such as item type or project, but now Upchain stores this information within item attributes. Keeping the numbering rules simple means you avoid errors or confusion among your team when creating items. Learn more about item attributes here.

Requirements

To create item numbering rules, you must be logged into Upchain as a Tenant Admin.

Create a custom item numbering rule

To create a custom item numbering rule:

1. From your profile menu, select Administration.

2. Open the Engineering > Item numbering page.

3. Click Add new rule.

4. In the Add new item numbering rule window, configure the following:

   • Scope – this section determines which divisions and specific item types the rule applies to.
   • Revisions – this section determines the format for the major and minor revisions.
   • Item number – this section determines the format for the item number itself and can include alphanumeric characters and delimeters.

5. Click Create.

The rule is now created but remains with a status of Draft. Repeat the above process for each additional required rule.

For more information on the different components of an item numbering rule, click here.

Publish an item numbering rule

Before an item numbering rule can take effect, it must be published. Once a rule is published, it takes over from the default rule and is then used to generate item numbers for the item types specified in the rule.

To publish an item numbering rule:

1. Open Administration > Engineering > Item numbering.
2. The Published filter for the table is selected by default. Select Draft to locate your unpublished rule.
3. Beside the rule you wish to publish, click the more actions icon > Publish.

The rule is published. Now, when an item is created, if its item type matches that specified in this published rule, this rule is used to generate its number.

To learn more about managing item numbering rules, including copying, versioning, and de-activating rules, click here.