Setting Up Document and Version Control Numbers

You are able to set up document control numbers and version control numbers to meet your requirements for numbering schemes. Numbering schemes may be based on specific industry requirements and for compliance, such as for ISO compliance and other quality management systems.

Document and version control numbers are not controlled by FileHold. They are manually input into the metadata field by a user and are not automatically incremented. Only the FileHold version number is automatically incremented by the system (incremented by 1 for each version). However, the system will ensure that the document or version control number is unique to the system when entered manually. If a duplicate number exists, the user will need to change the metadata field to a unique number.

WARNING: Once the version and document control numbers are enabled, they cannot be undone. Please contact FileHold support prior to enabling these fields.
 

Version Control Numbers

Version control is one of the most critical elements of a document management system because it ensures that users always have access to the most current version of a company document. Every time a document is checked out from FileHold, it becomes a candidate for automatic version control. Version control allows managers to track the history of a document as it evolves; it records the date when the version was changed and by whom. This follows a simple versioning system of 1, 2, 3, 4, 5, and so on. The actual version numbering system starts at version #1 and is incremented by 1 number each time the document is changed and is checked back in.

FileHold version control prevents documents from being overwritten or deleted as documents are updated by more than one party. All versions of the file are maintained by the system in the event that a rollback is required.

Using version control numbers does not require use of the Document Control Numbers feature that can be added to specific schemas before any documents or files are added to the schema.

Document Control Numbers

Some organizations work with large and complex documents that need to be tightly controlled. With Document Control numbers, you can assign a specific number to a document and use it throughout its lifecycle. There are two ways to generate document control numbers:

• They can be auto-generated by the FileHold System.

• Entered manually by the user.

In either case, FileHold will ensure that the document control number is unique to the document and added to the schema. When used, document control numbers are mandatory. They must be assigned to a document when it’s added and are unable to be modified later.

To enable control fields

1. Log in as System Administrator and go to System Admin > General> Document/Version Control Fields area.

2. Select the Enable Document Control Fields check box, if applicable.

3. Select the Enable Version Control Fields check box, if applicable.

4. Click Update.

To create control fields

1. In the Web Client, log in as a Library Administrator and go to Library Admin > Manage Schemas > Control Fields.

• Alternatively, in FDA go to Administration > Manage Schemas > Control Fields and click Add Control Field (+ sign).

2. Do one of the following (using Web Client):

• Click Add Document Control Field.

• Click Add Version Control Field.

3. Enter a Name for the control field.

4. Enter a Description for the control field.

5. In FDA, select the type: Document Control Field or Version Control Field.

6. If using FDA, select the Field Properties tab.

7. Enter a Prefix for the control field. 

8. Enter the Maximum Length for the control number from 1 to 16 numbers.

9.  For a Document Control Field, select the check box if numbers are to be automatically generated.

10.  For a Document Control Field, enter the Initial Value. This is the value the numbering will start from.

11.  Click Save.

See also:

Creating Schemas

Creating Schemas for Offline Documents

Adding Groups and Users to Schemas

Adding Metadata to Schemas

Schema Workflows

Custom File Naming

Auto-filing

Event Schedules