A Document Numbering Stream is a definition for an automatic document numbering system. A stream is used to create the next available document number based on the way the stream is setup. Different streams can be used for different document numbering schemes. Since most facilities have different document numbering systems, user's can define a scheme that suits there needs.
For larger facilities, the ability to assign ranges of numbers for documents allows blocks of numbers to be assigned for a particular user or project.
Streams can be used for assigning document numbers to documents based on their classification level or project. A portion of the document number could contain the document's classification level or project ID as a prefix, with the actual document number appended.
The user may "Add" a new document numbering stream, "Delete" an existing numbering stream, "Edit" an existing numbering stream, or "Duplicate" an existing numbering stream as shown below.
Document Numbering Streams
Selecting "Add" or "Edit" causes a screen similar to that shown below to appear, allowing complete specification of the document number stream parameters.
Document Numbering Stream Specification
Document Numbering Streams Fields Definition
The "Stream Name" field allows each document numbering stream to be assigned a name that is for identifying the document numbering scheme.
The "Root #" is divided into three parts: prefix-counter-suffix. Both the prefix and suffix portions can contain some type of information that pertains specifically to this document numbering stream, such as the classification level, type of document, or project ID. The counter portion will be automatically incremented by one each time that a new document is entered into the database and assigned a number from this stream. Note that the counter portion will be "Min. Width" numbers of digits in length. Numbers that are smaller than the minimum character width are padded with zeroes. For example if the counter is "10" and the minimum width is 4 then the number will be "0010". Setting a minimum width equal to the width of the largest counter you expect to use is a good idea for proper sorting of document numbers.
In Multi-User mode, when someone first views a Stream record, it is locked by default. To modify the stream record, click on the "Locked?" check box. If another user attempts to add a document record using this stream, during the period of time that you have it unlocked, they will be put in a wait-loop.
"Series" is divided into three parts: prefix-counter-suffix. Both the prefix and suffix portions can contain some type of information that pertains specifically to this document numbering stream's series identification scheme. The counter portion will be automatically incremented (e.g., A, B, C... or 1, 2, 3...) each time that a new series is created by copying a document that subscribes to this document numbering stream. Note that the counter portion will be "Min. Width" numbers of characters in length.
"Copies" is divided into three parts: prefix-counter-suffix. Both the prefix and suffix portions can contain some type of information that pertains specifically to this document numbering stream's copy identification scheme. The counter portion will be automatically incremented by one for each copy created during the document copy function. Note that the counter portion will be "Min. Width" numbers of digits in length.
The character that will used to pad out to the minimum width.
If checked, copies of documents can be appended to a previously issued series.
Copy X of Y?
If checked, copies of documents can be numbered as "2 of 5", "3 of 10", etc.
Start Copy # at
The copy number may be specified as starting at "0" or "1".
If "Use Maximum" is checked, a maximum number of documents to be entered into the database restriction can be placed on this document numbering stream.
Use Copy Format for Originals?
If this field is checked, the format specified for document copies will also be used for original documents entered into the database.
Use Series Tracking?
This field allows series tracking to be specified as either alpha (A, B, C...) or numeric (1, 2, 3...).
Save Counter when Doc# Modified?
If this field is checked, whenever a document number if offered from this document numbering stream and is subsequently not used exactly as offered (i.e., it is modified in some way), the originally offered number is placed back upon the stack of unused numbers and will be offered again, when the next document is to be added to the database (see "Recycled Counters" below).
Default on Kopy
The value on this popup will appear as the default on the Document Kopy screen when it comes up.
All Copies Generated?
If checked, assume that all copies of a document have been generated rather than received.
Original and Copy #1
These fields display an example of the format of what the original document control number, as well as the first copy created would look like, for the control number stream parameters specified elsewhere on this screen.
This field displays the number issued but not used (modified in some way) document control numbers from this stream.(see "Save Counter when Doc# Modified?" above).