Automatic document numbering

Open numbering

1. Open the template from the content list.
2. Click Numbering in its details pane's toolbar.

The Numbering dialog opens. You need an Admin or Manager role.

When the count restarts

Restart numbering says when numbering goes back to 1:

• Never — one counter for all documents.
• Every year (date created) or Every month (date created) — a counter per year or month the documents are created in.
• Every year (document date) or Every month (document date) — by the document's date, which the person creating it picks. An invoice dated in December but created in January counts in December's sequence.
• When a custom value changes — your own rule, written as tags in Restarts when this changes: ${DocumentDate:yyyy} is the same as Every year (document date); ${Department} keeps a counter for each department, where Department is a field of the template.

Restarts when this changes shows the chosen option's rule, and can be edited for a custom value.

The document title pattern

Document title pattern builds each document's title from text and tags. Type $ to pick a tag. For example:

Invoice ${DocumentDate:yyyy}-${AutomaticNumber:D4} ${Client}

gives titles like Invoice 2026-0013 Blue Harbor Ltd. — the year of the document's date, the number padded to four digits, and the template's Client field. Next title under the box shows what the next document's title will be.

• ${AutomaticNumber:D4} — the number, at least four digits. D3 gives three.
• ${DocumentDate:yyyy}, ${CreatedOn:yyyy-MM} — a date in a format: the year, the year and month.
• ${Client} — a field of the template by its name. A name the template has no field for becomes a question in the form: the dialog lists them under the pattern.

Leave the pattern empty and the person creating a document types its title instead.

Click Save.

Counters

Change counters, at the right of Next title, shows the last number used by each counter of the saved option — one for all documents, or one per year, month, department. To skip ahead or start again, type a new Last number used and click Change: the next document gets the number after it. Back returns to the settings.