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Unique ID for each document
From this knowledgebase article (https://support.aodocs.com/hc/en-us/community/posts/206157743-Ability-to-create-a-view-that-spans-document-classes) I understand there is no straightforward way to set a property that is visible across multiple document classes.
We have multiple classes of documents and want to have a unique number assigned to every document regardless of class. Is there a way to do this? If not, would you consider adding an automatically generated unique document number field to the global properties that I am able to see across classes?
Comments
With the release 54 launched this week, the calculated fields feature is officially out of beta and can answer your request of creating a unique ID field:
https://support.aodocs.com/hc/en-us/articles/360044323212-Getting-started-with-formulas-for-calculated-properties#h_b7da3f28-2292-46f8-8f5f-e8a8bbb818f9
Hi Thibault,
Question 1: what script would bring the ID into document properties?
Question 2: can the script be ammended to generate a simpler dynamic ID e.g. SOP001, SOP002, etc
Many thanks
Hi Rob,
Thanks for your message. AODocs generates a unique Document ID for every document created in AODocs. This ID is visible from the URL but could be brought to the document properties using a custom script.
The ID looks like this:
https://aodocs.altirnao.com/?locale=en_US&aodocs-domain=altirnao.com#Menu_viewDoc/LibraryId_OqAMecO2CXdpXyDZvI/ViewId_OqAMg3qw9vB0guZN4w/DocumentId_PRpaTUkAadkr5iNzJD
Let me know if this is the type of ID you are looking for.
Similarly, any document created from incoming correspondence either by Email to AODocs or by using the AODocs Smartbar the custom scripts you have set up in the library will still execute (be it at the Workflow state level, or at the Document update level). Therefore a document ID could still be generated as a custom property of the AODocs Document.
Hello Abel,
We have contacted your domain administrators. They have an internal process to deliver custom scripts within your libraries. I'm sure they will be in touch soon.
Hi Thibault
My organisation is considering AODOCS and will be engaging in some testing soon. In regards to your response, "AODocs generates a unique Document ID for every document created in AODocs. This ID is visible from the URL but could be brought to the document properties using a custom script." from October 9, can this unique ID be optional or is it mandated with the system?
Also, can it be custom to the organisation for example, if we use reference numbers for correspondence, can this be applied through AODOCS automatically?
Sonia
Yes, using Custom Script you would be able to create custom unique IDs to match your naming convention. This can be applied automatically at the document creation or at a specific step in the document life cycle.
Hi there Thibault, another question, if a document is scanned in as incoming correspondence or received electronically by email would the ID be generated?
How can i create an auto incremental id values like 1, 2,3 and so on without having the duplicate values? With custom script I have managed to set incrementing id values by counting the toal number of documents. However this approach sometimes results duplicate values if mutiple users creates documents at the same time.
We recommend storing your incrementer in a technical document (created in its own technical document class) where you can set an Integer property. It will then be automatically incremented with your custom script everytime a new document is created.
I have implemented the functionality. Thank you.
Hi Rajesh Rajappan
How did you implement that functionality?
With the release 53 launched this week, we bring the first step of calcultated properties: https://youtu.be/JJLER2WGRpQ?t=147
Using calculated properties and the new sequence ID (unique to every document) will allow to create this ID of document that you suggested.
We are currently in a closed beta, if you are interested to join it, reach out to aodocs-beta@aodocs.com and we'll come back to you.
I am interested in this Unique ID/Serial number function. Currently developing a library and need this to complete the process.
Can anyone share how this could be done?
Using calculated properties and the new sequence ID (unique to every document) will allow to create this ID of document that you suggested.
We are currently in a closed beta, if you are interested to join it, reach out to aodocs-beta@aodocs.com and we'll come back to you.
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