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Custom Naming and Document Sequence Numbering

Many organizations, especially engineering or project-focused companies, have complex document / project naming and numbering schemes which they either want to replicate or initiate when they purchase a Document Management Software system.  FileHold software, through a configurable plug in makes it possible to create complex document names and provide sequential numbering as document are added to that file folder

This plugin provides for adding an automatically generated sequence number to documents depending on the metadata that has been captured for that document.  Purchase of the plug in includes professional service assistances from FileHold to activate and help configure the feature.

For example; in creating a new product called MoonBuggy every design document that describes this product will begin with the product name, followed by a unique sequence number, and end with a short description of the document.  If the first document added is the project charter, the desired document name is MoonBuggy-0001-ProjectCharter. If the second document is the high level design, the document name should be MoonBuggy-0002-HLD.

The standard custom naming feature of FileHold can already handle this format.  Assume you have three metadata fields: Project name, Sequence no, and Short description. It is a simple matter to add those to a custom naming template with hyphens in between each. The only problem is that the sequence number would need to be edited manually and subject to manual errors. This is where the automatic sequencing plugin comes in.

When the sequencing plugin is configured the name of the metadata field that will be the sequence number is defined along with defining the length and starting value for the sequence number. Finally, the sequence number is included in a custom naming template.  The position of the sequence number in the template is important as any metadata fields (up to five) that precede the sequence number will now become a permanent prefix for determining what the sequence number should be.

Whenever a document is added to the system the sequencing plugin will check to see if it has the sequence number and custom naming template defined.  If it does, the plugin will check for prior sequence numbers with the same prefix.  Depending on what documents have come before, a new sequence number will be generated. Once a sequence number has been generated for the document the prefix can never be changed thus document numbering integrity is assured.