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Numbering Sequences

Numbering Sequences

Welcome to the Numbering Sequences guide.

This section allows you to create automated, gap-free numbering systems for your documents (for example, AGR-2026-0001). These numbers are automatically allocated to documents the moment they are finalized, ensuring a perfect chronological audit trail without any missing numbers.

How to Access​

To manage these settings, navigate to: Settings → Papers → Numbering Sequences (or via the Numbering tab in the Papers settings rail).

Creating a Sequence​

To create a new numbering system, click the + Sequence button. This opens a configuration drawer where you define exactly how your numbers should look and behave.

New Numbering Sequence

1. The Pattern (Tokens)​

The core of your sequence is the Pattern. You construct your pattern using dynamic tokens that automatically fill in the correct information when a document is generated.

Available tokens include:

  • {PREFIX}: Injects the prefix you define in the form.
  • {SUFFIX}: Injects the suffix you define in the form.
  • {YYYY} or {FY}: Automatically inserts the current Calendar Year or Fiscal Year.
  • {MM}: Automatically inserts the current Month.
  • {SEQ:0000}: (Mandatory) The actual sequential counter. The number of zeros dictates how many digits long the number will be (e.g., 0001, 0002).

Example Pattern: {PREFIX}-{FY}-{SEQ:0000} would generate PREFIX-2026-0001.

2. Reset Policies​

You can choose when the sequential counter should reset back to 1. This is critical for yearly or monthly filing systems.

Reset Policy

  • Never reset: The counter goes up forever (e.g., 0001 to 9999+).
  • Each fiscal year: Resets to 1 at the start of your company's fiscal year.
  • Each calendar year: Resets to 1 every January 1st.
  • Monthly: Resets to 1 on the first of every month.

3. Applies To (Scope)​

You must decide where this sequence is used.

  • Organization (Default): The sequence is available globally to all projects.
  • Project Override: If a project has its Numbering Lock "unlocked," you can assign a unique sequence exclusively to that project.

Project Locks Application

Managing Sequences (Edit & Delete)​

When you view your list of sequences, you will see a table displaying the Pattern, Next Value, and Reset Policy.

To modify or remove a sequence, hover your mouse over the sequence's row. Hidden Edit and Delete actions will appear on the far right.

Edit Numbering Sequence

Editing a Sequence​

Clicking Edit re-opens the configuration drawer, allowing you to tweak an existing numbering system.

  • What you can change: You are free to update the Pattern, Prefix, Suffix, and Reset Policy at any time.
  • What you cannot change (Gotcha): You cannot change the Scope (Applies To) of an existing sequence. Once a sequence is assigned to the Organization or a specific Project, it is permanently locked to that scope. If you made a mistake with the scope, you must create a new sequence.

[!WARNING] Deletion Protection (Audit Trails)

If a sequence has already allocated numbers to live documents, the system will actively block you from deleting it. This is a strict compliance measure to protect audit trails and guarantee gap-free numbering. If a sequence has never been used (its next value is 1), you may delete it freely.