3. Auto Number

This creates an automated number. Depending on the settings the auto number may be a sequential number, or a unique number. The auto number may be used for Variations, Requests for Information, Defects, etc. where having a unique reference and sequence is required.

Source of Data

The source of this data field is from within the document itself. This will be either on document creation or sign-off depending on the option selected.

Template View

The first option simply creates a sequential number each time the template is used per project.

Option two allocates a number to a document. Importantly that number does not change as and when the version of the document is changed

Option three allocates a number to a document, and that number changes each time the document is modified.

Option four creates a sequential number for any template that has the sequence name configured in the settings section below the four options, as per the screenshot below:

This lets you share an autonumber sequence between different templates.

So, for example, say you have two RFI templates, but you want them to share a sequential RFI number across all RFI documents regardless of the template – you could create a sequence name "RFI" in both templates to achieve this outcome.

The sequence name will ensure the sequential numbering is continued across any project using a document template that includes the same sequence name.

This can be used for sequential numbers to be generated on one document template throughout the portfolio, or over multiple document templates across the whole portfolio or a subsection of it, depending on the metadata parameters set for the template.

In all of the above options you may choose to generate the automatic number when the document is created, or when it is signed off.

Note that by default the document auto number will commence at 1, and then progress to 2, 3, 4, etc. sequentially. If you require the sequence to start at a specific number you may enter in the next number in the sequence that you require. All subsequent documents will follow the number sequence that you set

Document Edit View

In the resulting document the Auto Number step will appear. Note, it may be edited.

Generating the number sequence on Document Sign-off is used where the document or record is not included in the sequence until it is approved or accepted. Progress Claims are an example of numbering on sign-off.

In the resulting document the Auto Number value will not be shown until after sign-off.

Document Output View

If the step is not hidden, which it can be if it is purely for an internal numbering reference, then it will appear similar to this.

As with any of the input objects the heading size and presentation can be modified in the Document Edit view.

The auto number can also be displayed in a rich text object using a standard template variable $document.autonumber