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Configuring Document Auto-numbering (Auto-sequencing)

Document Attribute forms can have values specified on the form that enable auto-sequencing. This feature is available for Company level and project/shell level documents. For example, you can specify that a Document Number field uses auto-sequencing in order for documents to have unique numbers assigned to them by the system as they are added to the Document Manager. This functionality is optional. Configure this feature only if you want to use document auto-sequencing (auto-numbering).

The data elements that support auto-sequencing use the SYS Auto Sequence data definition that has been configured in Primavera uDesigner. You can use up to two data elements on a on a Document Attribute form that enable auto-sequencing. Auto-sequencing generation occurs when the user clicks Apply or OK to complete Document Properties.

To configure auto-sequencing

1 Go to the Company Workspace tab and switch to Admin mode.
2 Click Configuration > Document Manager in the left Navigator. The Configuration-Document Manager log opens, displaying the Document Attribute forms that have been imported into your company. You must have the Configure permission in order to configure auto-sequencing.
3 Select a Document Attribute form and click Open. The Data Elements Configuration window opens.
4 Click Add. The Add Auto Sequence Data Element window opens.
5 In the Data Element drop-down menu, select a data element to configure for auto-sequencing. All data elements of the type String and that were created using the SYS Auto Sequence data definition are listed.
6 Specify the Level, which is either Company or project/shell. If you select Company, the system will generate the auto-sequencing across all documents in the entire company. If you select project/shell, the system will generate the auto-sequencing across all documents in the current project or shell. Based on the level, the system will generate auto-sequence numbers for the data element.
7 Specify the Start is a numeric value. The default start number is 0001. This value is required. The sequence number generated for the field will start with this number.
8 Click Create to specify the format for the auto-sequencing. The Formula Creation window opens.

The window shows a list of String type data elements available from the form, and an additional system-defined data element, SYS Sequence Counter. This counter represents the value you entered in the Start field on the Add Auto Sequence Data Element window. You must use this counter when you build your formula for auto-sequencing.

9 Choose a Delimiter, and then choose a data element from the list and click Add Parameter. Add the delimiter, and then choose the SYS Sequence Counter and click Add Parameter to build a formula to increment the auto-sequence counter. Build the formula by using the data element, the delimiter, and the SYS Sequence Counter in combination. The SYS Sequence Counter can appear first or last in the formula. For example:

Data Element 1 - SYS Sequence Counter.

If the data element is a document name, and example of the resulting auto-sequenced data element could be:

Building Specification-0001

After the auto-sequence value is generated by the system, it cannot be modified, however you can modify the auto-sequencing configuration.

Note: An auto-sequence value will not be generated if any of the data elements that are part of the formula you specify do not have values. This includes the SYS Sequence Counter value.

10 Click OK.

To modify the auto-sequencing configuration

1 Go to the Company Workspace tab and switch to Admin mode.
2 Click Configuration > Document Manager in the lefet Navigator. The Configuration-Business Processes log opens, displaying the BPs that have been imported into your company.
3 Select a business process and click Open > Data Elements Configuration. The Data Elements Configuration window opens.
4 Select a data element and click Open. The Auto Sequence Data Element window opens.
5 You can modify the Level, Start, and Format as needed. Changes apply to new records, and existing records are not affected.
6 You cannot remove auto-sequencing data elements unless the data element has been previously removed from the design in Primavera uDesigner. Data elements that are removed from the design in Primavera uDesigner are listed in the Data Elements Configuration window in red, and can be removed. To remove the data elements that are listed in red, select the data element and click Remove.
7 Click OK.

 

 

 

 

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