Learn about the project numbering options such as setting up the default option to be used when creating a project number: the project prefix, number of digits, and suffix.
| Setup required before use | Who can use it? | Where is it? |
|---|---|---|
|
Project Manager Director Access Assistant administrator System Administrator |
Project > Create project |
What are the project numbering options?
Each project created in Synergy is given a unique number. Project numbers can be searched for in Synergy, and shown on your project documents (e.g. proposal or invoice documents).
The project numbering options are:
- Number only - Synergy automatically applies the next number available to a new project.
- Year prefix -yyyy- - The prefix will show as this year 2018 and the next available four digit project number.
- Custom prefix - Your System Administrator can create a custom prefix(es) for your organization, and select the length of the project number. See project numbering examples below.
- Suffix - Re-use an existing project number, and add a suffix to make the project number unique. Suffixes are used to show the continuation of the same project, or to create projects for many sites within the same block. 20 characters are allowed for the suffix.
Configure the custom project numbers (prefix and length) in the organization configuration settings.
Why use the project numbering options?
Configure the default method used in your organization for numbering projects.
Project numbering examples
Setup what numbering system will be used for projects in Synergy to create a unique number for each project. Synergy project numbers are made up of : a prefix, a sequential number counter, and an optional suffix field. A prefix can contain numbers and letters. The numeric counter can have the length defined (e.g. 9 digits). The suffix can be letters or numbers.
Suffixes are often used to show that the work is a subset of work from the original 'master' project'. For example the original project SYD-16-0065 was created to survey a block for subdivision. At a later point in time additional projects are created for each lot in this subdivision, and the suffix entered against the new project is the lot number.
| Format example | Prefix | Number format | Start from | Length | Suffix | Default / Custom |
|---|---|---|---|---|---|---|
|
0000001 e.g. Numbers only (no prefix) . |
Number Only | 00000000 | 1 | 8 digits | N | Y |
|
20180001 e.g. Prefix of this year, and then a four digit project number. |
-yyyy- | 0000 | 1 | 4 digits | N | Y |
|
18.000001 e.g. Two digit year prefix, and a 6 digit project number to allow for more items to be created. |
18. | 000000 | 1 | 6 digits | N | Custom |
|
SYD18-0001 e.g. A short code for the city location for the office (SYD for Sydney) with the two digit year code, and a four digit project number. |
SYD18- | 0000 | 1 | 4 digits | N | Custom |
|
ENG-SYD-00001 e.g. A short code for the department name, and the short code for the office city location, and a 5 digit project number. |
ENG-SYD- | 00000 | 1 | 5 digits | N | Custom |
|
20180068-002 e.g. Prefix of this year, a four digit project number, with a suffix. The suffix can be text or numbers and entered when creating the project. There are no configuration options for suffix to control the length. |
-yyyy- | 0000 | 1 | 4 digits |
Y -002 |
Custom |
Tips:
- Project numbering options are setup in Settings > Organization > Configuration. More samples of custom project prefix options are outlined in this topic.
-
It is recommended to not include any special characters in a custom prefix or suffix. The project number created with the prefix or suffix will be used when creating document file names. Microsoft doesn't permit the following characters to be in file names: \ / : * ? " < > |
Each Synergy project number is a unique combination of a prefix, number and suffix. To make it easy for users to save a project with a unique number assigned, the system remembers the last 'number' used for each prefix. The next available number is then auto assigned for the project either when:
- Saving the new project whilst the default text 'auto assigned' is showing in the number field.
- Or when the next number button is clicked in the number field.
The next number button when clicked multiple times will skip numbers in the sequence of project numbers, and assign the number shown to the project on save. This is allowed to let you skip certain numbers in the sequence. If staff skip numbers by mistake, they can manually type in a skipped numbers into the 'project number' field when setting up a new project.
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