Document numbering rules

Documents associated with projects and items (excluding CAD, drawings, and translations) are assigned a document number. The document number follows either the default rule or a custom document numbering rule. Upchain's default document numbering rule is 000000001-XX-OriginalDocumentName, where XX is the default major revision number.

Tenant Administrators may create custom document numbering rules, view and edit existing document numbering rules, base a new document numbering rule on an existing rule, and deactivate existing document numbering rules. Custom document numbering rules must be published before it is applied to documents added to Upchain.

View document numbering rules

1. Navigate to Administration > Engineering > Document numbering.

   The document numbering page opens. The Published table is selected by default.

2. Select All to see all document numbering rules, Drafts to see unpublished document numbering rules, or Inactive to see deactivated document numbering rules.

Create a custom document numbering rule

A custom document numbering rule automatically overrides 's default document numbering rule.

To add a new document numbering rule for a Document Category, you must first deactivate any existing custom document numbering rules for that Document Category before publishing the new document numbering rule. Documents that already use the old document numbering rule will not be changed. The new rule only applies to newly added documents.

The custom document numbering cannot exceed 64 characters in length.

To create a custom numbering rule for a division or a document category:

1. Navigate to Administration > Engineering > Document numbering.

   The document numbering page opens. The Published table is selected by default.

2. Click Add new rule.

   The Add new document number rules window opens.

3. Configure these three sections: Scope, Revision, and Document Number to create a single document numbering rule.

4. (Optional) Use drag to re-order the attributes.

5. Click Create.

The new document numbering rule is set to Draft. You must publish the rule before Upchain can apply the rule to documents added to a project or item.

Tip: Hover your cursor over the preview icon () to view a preview of your document numbering rule.

Configure the document numbering rule

Section	Field label	Description
Scope		Defines the extent to which the rule should be applied.
	Division	Click Division and select from the drop-down list, or start typing the name of a division. Use All Divisions to apply the rule to all divisions.
	Category	You can apply this rule to all document categories or start typing the name of specific categories that should use this rule. Select All Categories to apply the rule to all document categories.
Revision		Defines the format of the revision when a document is published.
	Revision	Select from one or two characters, or one or two characters excluding restrictured characters. Restricted characters include: I, O, Q, S, X, and Z.
Document number		Defines the composition of the document number.
	Type	- Select one of the attributes from the drop-down list: Delimiter, Fixed Text, or Sequence. - Click + Add rule attribute to add multiple attributes. - Use to re-order the attributes.

About the document number type

The document number can be permutations and combinations of: Fixed Text, Delimiter, and Sequence. There must be at least one Sequence in the document number so that unique document numbers are generated. For example: DOC-100-DAB could be generated from the rule Fixed Text + Delimiter + Sequence + Delimiter + Fixed Text.

• Fixed text - Static text that is always added to the document number. Enter the text to be used into the Text field.

• Delimiter - A special character that separates other rule attributes. Select from the following options in the Symbol drop-down list:

  • dash (-)
  • underscore (_)
  • period (.)
  • semicolon (;)
  • space ()

• Sequence - Adds an auto-generated number that increases by one for every new document added to Upchain. Select the length of the sequence (3-10 digits) from the Digits drop-down list. Specify the starting number in the Start from field.

Publish a document numbering rule

Upchain applies only published document numbering rules to documents.

1. Navigate to Administration > Engineering > Document numbering.

   The document numbering page opens. The Published table is selected by default.

2. Click Drafts.

3. Click more options .

4. Select Publish.

The rule's status is updated to Published.

Edit a draft document numbering rule

You may only edit document numbering rules that are in Draft state.

1. Navigate to Administration > Engineering > Document numbering.

   The document numbering page opens. The Published table is selected by default.

2. Click Drafts.

3. Click on the document numbering rule you want to edit.

4. In the Custom rule panel, click Edit.

5. Make the required changes.

6. Click Save.

Edit a published document numbering rule

You cannot edit a published document number rule. However, you can create a new version of the rule that you may edit before publishing the new version.

1. Navigate to Administration > Engineering > Document numbering.

   The document numbering page opens. The Published table is selected by default.

2. Click more options .

3. Select Copy As New Version.

   A new version of the rule is created and added to the Draft table.

4. Make the required changes.

5. Click Save.

Base a new document numbering rule on an existing rule

You may duplicate an existing rule, modify it, and then publish it as a new rule. Only rules listed under All, Published, or Draft can be duplicated.

1. Navigate to Administration > Engineering > Document numbering.

   The document numbering page opens. The Published table is selected by default.

2. Beside the rule you want to duplicate, click more options .

3. Select Copy as New Version.

   The copied rule is created and added to the Draft table.

4. Make required changes to the rule. 1, Click Save.

Deactivate a document numbering rule

Rules cannot be deleted you can only make them inactive. Follow these steps to deactivate a rule:

1. Navigate to Administration > Engineering > Document numbering.

   The document numbering page opens. The Published table is selected by default.

2. Beside the rule you want to deactivate, click more options .

3. Select Inactive.