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How do I change the way document numbers are assigned?

This article will summarize how to adjust your account settings to control how document numbers increase across your forms, projects, and templates.

Overview & Explanation

In our system, every document generated is assigned a unique number to help you keep track of your records. By default, these numbers climb sequentially across your entire account. However, you can customize this "increment" behavior to better suit how your business organizes its paperwork—whether you want a continuous count or separate numbering for specific projects and templates.

How It Works (Step-by-Step)

To access and change these settings, follow the steps below:

  1. Navigate to Settings: Click on My Account Details from the menu on the left side of your screen.

  2. Edit Company Info: Click the Edit button located next to the Company Details section.

  3. Locate Increment Settings: Scroll down the page until you find the dropdown menu labeled Document Number Increment.

  4. Choose Your Preference: Select one of the three options from the list (see below for details on each).

  5. Save: Ensure you save your changes before exiting the page.

Use Cases and Benefits

You can choose from three distinct ways to manage your numbering. Here is how they benefit your workflow:

  • Global (Default): Every single form started in your account pushes the master document number up by one.

    • Best for: Businesses that want a simple, chronological record of all activity across the entire company.

  • Template: This assigns a unique set of document numbers to each specific template. If you use "Template A," its counter goes up; if you then use "Template B," it uses its own separate counter.

    • Best for: Organizing records by form type (e.g., keeping Invoices and Inspection Reports in separate numeric sequences).

  • Project: Document numbers increase based on the specific Project the form is attached to.

    • Best for: Teams that need to track all costs or documents for a specific job site or client separately from other active jobs.

Important Reminder

Be careful when deleting! Deleting a template will restart the document number back to 0 if you are using the Template or Project settings. Additionally, making a copy of an existing template will start a brand-new document number sequence for that copy, if Template is configured.