Configure the Document Number Syntax

Every document in Portal is assigned an Item ID number when it is added to the system. That number is unique within your Portal tenancy and is key to the system tracking every document regardless of what happens to it. The number has no relation to any other metadata, therefore, it can be assigned by the system when no other properties have yet been set. This number is permanent and cannot be configured.

Every document also has a Document Number value that is configurable and is also the filename without the extension. The number should be unique and can be a number that you already use within your organization. If you use one or more document numbering standards that are based on document property values and sequential numbers, you can configure the Document Number property to automatically calculate and assign values and enforce the same standard. Automatic document number generation occurs only when the Document Range property of the document is set to Automatic (default for new documents). When set to Manual, the user must enter a valid document number manually. The exception is when files are imported – automatic numbers are not assigned and can be different than the filename. However, an automatic number will be assigned if the Document Range property is later set to Automatic or if a user runs the Issue New Filename command. Automatic numbers cannot be applied to assets or project folders.

You configure the syntax by selecting each of the elements that comprise a complete document number. You may configure a separate syntax definition for each combination of document type, Discipline property value, and Classification property value. By default, each document type has one syntax definition that applies to any combination of Discipline and Classification property values. The default syntax definitions can be edited but they cannot be deleted. If your numbering standards require different syntaxes for specific combinations of Discipline and Classification property values, you can add custom definitions for each, which will override the default definitions. If your numbering standards will require more than a few custom syntax definitions, we recommend that you consider creating additional document types instead (also taking into account the their additional configuration needs) so that the syntax definitions are simpler to understand and maintain.

To view or edit a Document Number syntax definition:

1. On the Meridian PortalLanding page, in the navigation bar, click the Account Settings icon . The Account Settings page appears.
2. In the menu, click Document Properties. The Document Properties list appears and shows the properties that are available in your tenancy to all document types.
3. Select the Document Number Syntax tab to show the existing syntax definitions.
4. To view the syntax for a particular definition, click the down arrow at the end of its row. The syntax opens below the row.
5. To edit the syntax definition, click the Edit icon . The Edit Document Number Syntax dialog opens.
6. Click options or type values using the descriptions in the following table.

To add a new Document Number syntax definition:

1. View the list of existing syntax definitions as described in the preceding task.
2. Click the Add icon . The Add Document Number Syntax dialog appears.
3. Select the combination of Document type, Discipline, and Classification values for which you want to create the definition. The dialog expands to show the Classification and custom properties that are available for use in the syntax definition.
4. Click options or type values using the descriptions in the following table.
5. When you are finished defining the syntax, click Add.