PRODUCT OVERVIEW OpenText Automatic Document Numbering

OpenText Automatic
Document Numbering
Consistent document number generation and tracking

O
penText Automatic Document Numbering allows for Benefits
the unique numbering of documents managed within n Assures document naming consistency
OpenText Content Server. Names can be as simple or and uniqueness: Automates customer’s
“facility specific” document numbering
complex as needed. Each numbering structure can be built policies, supporting simple to complex
using any combination of attribute prefixes, constants and naming schemes
Improves document introduction
suffixes to assign a unique sequential number.
n

efficiency and uniformity: Automatically

names documents added to Content
Server via folder- or category-based
OpenText Automatic Document Numbering Numbers can be assigned to a single assignment schemes
allows for the unique numbering of docu- document by simply assigning a cate- n Provides a controlled naming process:
ments managed within OpenText Content gory. As numbers are assigned, there is Content Server workflows manage the
Server. Names can be as simple or complex the option to rename the Content Server numbering request process, assuring
as needed. Each numbering structure can document and its associated file. Or by document number approval prior
be built using any combination of attribute utilizing Content Server Forms to gener- to assignment
prefixes, constants and suffixes to assign a ate the numbers, multiple numbers can be n Increases productivity and reduces
unique sequential number. requested for immediate use or reserved to ramp-up training: Intuitive attribute
selection through dynamically filtered
Automatic Document Numbering also be assigned for future documents coming in. multi-column pick-lists
enables users to quickly filter, find and Add OpenText workflows and the number-
select values from huge pre-defined multi- ing request can be managed by a robust and
column pick lists for Categories, Forms, controlled business process engine.
and Workflow Attributes with Enhanced
Quickly search, filter and
Table Key Lookup (TKL) functionality.
select values from huge
Automatic Document Numbering maintains
a complete list of all numbers generated
pre-defined lists
ensuring that naming sequences are With the Enhanced TLK feature, users
unique across the department or system. can quickly search, filter, find and select
For each number generated, a record of values from huge pre-defined pick lists for
who requested the number and its status Categories, Forms, and Workflow Attributes.
are tracked. The status allows for report- The TKL function also includes multi-
ing on whether the name is currently being column pick-list displays (i.e. value code,
used or reserved to be assigned to a future full name, description, etc.) and dynamic
document as it is brought into Content filtering that can be applied both before
Server. Unused reserved numbers can be and/or after the database returns the
released back into circulation to be re-used values, which greatly improves perfor-
for future requests. mance for very large lists. The search text

EN T ER PR ISE I N FO R M AT I O N M A N AG E M EN T
PRODUCT OVERVIEW OpenText Automatic Document Numbering

Sample of number being generated from a Category

Sample of number being generated from a Form

can be applied to all displayed columns OpenText Template Workspaces, provid- Supports multiple
and not just the selectable value, allowing ing even more consistency and control to
numbering schemes
users to efficiently filter the list even if the your document management processes.
selectable code name is unknown. Simple to complex numbering schemes
n Custom Columns: Enhance browsing can be supported. With the various ways
The Dependent TKL function automatically experience by displaying the ADN ID attri- to assign a document number (category,
filters the list of values shown for a field bute in custom column displays. Custom- forms, workflows), multiple numbering
based on the values already selected for ize which attribute columns your users see schemes can be defined based on docu-
previous fields, which ensures data integ- in a browse view of folder content. Now ment type, object type, etc.
rity and increases productivity by showing the information that they need is exactly
only the relevant values. For example, if where they want it, when they want it as a Manages numbers
users select “USA” for the Country field, column in a detailed list view. independently of
then the State/Province list will only display Automatic Document Numbering also document creation
the states within the USA. Once the State supports a variety of numbering structures:
is selected, then only the available cities for Automatic Document Numbering manages
that State will be listed in the Cities field,
n Control uniqueness of numbering at a numbers independently of document
and so on. global, departmental, or application level creation, allowing document numbers to
n Use unlimited prefix components, be reserved prior to document creation
Features constant and suffix components and paired with the documents when
Automatic Document Numbering includes created. Multiple document numbers can
n Use structured and sequential
the following features: be assigned in a batch process.
components in any combination
n Faceted Browsing: Leverage TKL-based Numbers can be assigned in
metadata and standard automatic docu- Works with any system object
a controlled process
ment numbering to navigate through vast with categories
Automatic Document Numbering extends
volumes of content more efficiently. Automatic Document Numbering can be standard functionality utilizing Content
An integration solution: Automatic used to assign a defined number for stan-
n
Server workflows to create a managed and
Document Numbering is fully integrated dard documents, CAD documents, physi- controlled numbering request process.
with OpenText Records Management, cal records or any object that has assigned
OpenText Case Management, and attributes in Content Server.

EN T ER PR ISE I N FO R M AT I O N M A N AG E M EN T
PRODUCT OVERVIEW OpenText Automatic Document Numbering

Sample of Dependent Table Key Lookup

Reporting and tracking

The requestor of each document number n
Sheet Number Generation—Allows for n Apply numbers to object names, file
and its status is recorded by the Automatic a second numeric sequential compo- version names and attributes
Document Numbering module storing this nent to be generated for existing docu- n Release unused reserved numbers
information within a database for reporting. ment numbers that may require more for reuse
Use new or existing categories to than one document or object
Interface with forms, workflow,
n
n

create numbering structures based n

Alpha Sheet Number Generation— attributes, and metadata attributes:
on the assigned attributes Allows for a second alpha sequen-
tial component to be generated for
n
Flexibly configure template files,
n Support extended attribute descriptions creation location, naming and
(code and description values displayed) existing document numbers that may
require more than one document or metadata using workflows
n Filter attributes dependent on other object (new) n
Pair template or seed files with number
attribute values requests, in combination with OpenText
n
Freestyle Input Validation—Type in any
n Benefit from six number generation/ document number and the system will Document Management or OpenText
validation options: validate that it is unique Content Lifecycle Management
Auto Sequence Generation—Sequen- Item Handler
Freestyle Input Generation—Type in
n
n

tial components are generated based any document prefix and the system
n
Easily control numbering requests
on prefix and suffix selections will select the next valid number and approvals with workflows
n
Select Allocated Sequence—Allows for n
No Sequence Number—Allows for
n Track numbering:
the selection of pre-reserved numbers complex attribute structures to be n
Track reserved and used numbers
and maps the object to the document created, but does not generate sequen-
number once selected
n
Track owner and status of number  n
tial component or enforce uniqueness

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