The Document Numbering tab configures automatic numbering for 17 document types. Each type has its own format template (prefix included) and counter.
Navigation: Settings → Numbering & Calendar → Document Numbering
| Prefix | Document Type |
|---|---|
| RPT | Analysis reports |
| SAM | Samples |
| CAPA | Corrective actions |
| DOC | Documents |
| AUD | Internal audits |
| CMP | Customer complaints |
| PT | Proficiency testing |
| TR | Training records |
| AC | Acceptance criteria |
| QC | Control samples |
| MR | Management reviews |
| RISK | Risk assessments |
| SCOPE | Accreditation scopes |
| INV | Invoices |
| ORD | Orders |
| DEV | Deviations |
| CR | Change requests |
The default format is PREFIX-{YYYY}-{NNNN}, e.g. SAM-{YYYY}-{NNNN}, which produces numbers like SAM-2026-0001.
| Placeholder | Description |
|---|---|
{YYYY} | Year, 4 digits |
{YY} | Year, 2 digits |
{NNNN} | Sequence number — the number of N's sets the zero-padding width |
| Field | Description |
|---|---|
| Format | The numbering template, e.g. SAM-{YYYY}-{NNNN} |
| Counter | The current sequence number |
The counter increments automatically with each new record — it does not reset itself when the year changes. Each document type has:
You can customize the format (prefix included) per document type. Resetting the counter is a manual action, recommended only at the start of a new year.