Project numbering

There are many ways to configure your project number format.

Number format options

Where is it? Tools > System Settings > Project numbers

Our project number is made up of 2 parts: a prefix and a sequential counter.  The prefix can be a maximum of 9 digits and can contain letters and numbers.  The counter can be 9 digits long and cannot have any suffixs added to it and is numeric only.  Then the above combinations with different number of digits also using dividers between the prefix and the counter.

Examples

Format	Prefix	Divider	Counter
18.001	2 digit year	.	3 digit sequential
218-001	3 digit year	-	3 digit sequential
2018 0001	4 digit year	space	4 digit sequential
SY180001	Office + 2 digit year	no space	4 digit sequential
4026-01	4 digit client code		2 digit sequential
SYD-4026-0001	3 digit office + 4 digit client code	-	4 digit sequential
SYD-AMP-18-00001	3 digit office + 3 digit client + 2 digit year		5 digit sequential

In this example the prefix is the year of 2018 shown as 2 digits '14' which results in the project number being created as = 18021

Prefix options

Where is it? Default data > Project Prefixes

New prefix

This area is used as a maintenance area for the system project prefixes.  Create new prefixes that will then appear in the list of active prefixes when a new project is created:

This would prepare you for the new calendar year to enable the selection of BN-12, and SY-12.

Deactivate prefix

You will notice then in the above image that the previous years for 10 and 11 appear in the list.  This maintenance area then allows us to make a prefix inactive so it no longer appears in the drop down list when a new project is created.

Set list of prefixes to only active list

Where is it? Tools > System Settings > Project numbers > Limit project prefix selection

Anyone that has access to create a project has the ability also to create a new prefix - the prefix does not have to be created within the above mentioned maintenance area.

Quite simply you can click into the prefix field and type a new prefix.  Providing the length fits within the format set within System settings.

So, what we can then do is limit all staff to select only from the list of prefixes as set within the Default Data > Project prefixes module.

Special characters

Characters such as \ / : * ? " < > | cannot be used in either the Project number and Project title. These are standard characters that Microsoft don't permit forming part of a file name or folder. 

Want to learn more?

Looking for more help? Try reviewing the following Projects topics: View Topics

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