Document Numbering in SharePoint

Company standard format or scheme

To control, retrieve, identify, classify and manage documents properly, organizations typically define a format or scheme for their document number according to their company standard or convention. This format or scheme is often a combination of data from organization or discipline ID, project ID's, document types, counters, etc. A document number uniquely identifies and classifies a document, making it easiers for users to retrieve the right information. Furthermore, it also immediately provides important information to the user about the source, nature and purpose of the content.

Merge data from various SharePoint sources

Cadac Organice offers out-of-the-box a Document Numbering Tool that allows organizations to automatically generate a number for new SharePoint documents according to their company standard format or scheme. The document number is configured by merging data from various SharePoint sources, like sites, site collections, lists, libraries, content types, document types, metadata, dates and counters. The tool automatically generates a unique number, ensuring that the item can be uniquely identified and classified in SharePoint.

Example of a document number

As an example:

Create different formats

With the tool you easily create your own formats and schemes for your SharePoint document numbers according to your company standards and convention. It allows you to create different formats for different SharePoint content types or for different projects and departments. As an example, you can have different formats for CAD drawings, reports, correspondence and email, as well as different formats for Project A and Project B, or Department A and Department B.

fig. A document number is automatically generated for a new item in SharePoint