Item numbering rules

Every item in Upchain is assigned a unique item number. Once assigned the number cannot be modified. Although it is refered to as the 'item number', the number can also contain characters, numbers, and delimiters. The item number is specified by an item numbering rule. Upchain's default item numbering rule is 000000001-XX-XX-Item Name.

Tenant Administrators may add a custom item numbering rule, view item numbering rules, edit item numbering rules, duplicate an existing rule, and deactivate a custom item numbering rule.

View item numbering rules

1. Open Administration > Engineering > Item numbering.

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

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 Select All to see all item numbering rules, Drafts to see unpublished item numbering rules, or Inactive to see deactivated item numbering rules.

Create a custom item numbering rule

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

If you have multiple published item numbering rules, then each rule must have a unique combination of Division and Item Type.

To add a new item numbering rule for an item type, you must deactivate any existing custom item numbering rules for that item type before publishing a new item numbering rule. Items that already use the old item numbering rule will not be changed. The new rule only applies to newly created items.

The custom item numbering rule cannot result exceed 64 characters in length.

To create a custom numbering rule for your company or division:

1. Open Administration > Engineering > Item numbering.

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

2. Click Add new rule.

   The Add new item numbering rule window opens.

3. Configure these three sections: Scope, Revisions, and Item Number to create a single item numbering rule.

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

5. Click Create.

The item numbering rule is created, and its status is set to Draft. In order for Upchain to apply the new item numbering rule, it must be published.

The new item numbering rule is set to Draft. You must publish the rule before Upchain can apply it to new items created.

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

Configure the item numbering rule

Section	Field label	Description
Scope		Defines the extent to which the rule should be applied.
	Division	Click on Division field 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.
	Item type	You can apply this rule to all item types or start typing the name of specific item type that should use this rule. If the item numbering rule should apply to all item types, select All Item Types.
Revisions		Defines the format of the major and minor revisions as the item is revised and released.
	Major	Select one or two digits or characters from the drop-down list.
	Excl. chars	Specify any digits or characters that should not be used to indicate a major release.
	Extend length after limit	Select to set to true. This means that once the current set of revisions is used up, Upchain will automatically increase the number of digits or characters used.
	Minor	Select one or two digits or characters from the drop-down list.
	Excl. chars	Specify any digits or characters that should not be used to indicate a minor release.
	Extend length after limit	Select to set to true. This means that once the current set of revisions is used up, Upchain will automatically increase the number of digits or characters used.
Item number		Defines the composition of the item number.
	Type	- Select one of the attributes from the drop-down list: Delimiter, Free Text, Fixed Text, Sequence, or Context Sequence. - Click + Add rule attribute to add multiple attributes. - Use to re-order the attributes.

About the item number's composition

The item numbers are permutations and combinations of: Free Text, Delimiter, Fixed text, Sequence, or Context Sequence. You must have atleast one Sequence or Context Sequence so that unique numbers are generated. For example: AEC-100-DAB could be generated from the rule Fixed Text + Delimiter + Sequence + Delimiter + Free Text.

• Free Text - The user creating the item can enter any text, limited only by a character count limit, specified in Max char. You can set a Default value to use when no text is entered by a user.

• Fixed Text - New items have this static text in their item number when the item is created. Enter this value in the Text field.

• Delimiter - A special character used to separate other rule attributes. The chosen delimiter cannot be changed by the user during the item creation process. 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 item. Select the length of the sequence (3-10 digits) from the Digits drop-down list. Specify the starting number in the Start from field.

• Context Sequence - Adds an auto-generated number that increases by one if there are other items referencing the same context. For example: ABC-101-DAB is created only if there is an item with the number ABC-100-DAB. 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 an item numbering rule

1. Open Administration > Engineering > Item numbering.

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

2. Select Draft.

3. Click > Publish, corresponding to the item numbering rule you want to publish.

The rule's status is updated to Published.

Edit a draft item numbering rule

You may only modify an item numbering rule that is in a Draft state.

1. Open Administration > Engineering > Item numbering.

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

2. Click on an item numbering rule.

3. In the Custom rule panel, click Edit.

4. Make the required changes.

5. Click Save.

Edit a published item numbering rule

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

1. Open Administration > Engineering > Item numbering.

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

2. Beside the rule you want to edit, 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 item 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. Open Administration > Engineering > Item numbering.

   The item 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 an item numbering rule

You can only deactivate custom item numbering rules. They cannot be deleted.

1. Open Administration > Engineering > Item numbering.

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

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

3. Select Inactive.