Purpose of Numbering
Uniqueness and Identification
Each document has a unique number that distinguishes it from other documents. This ensures that every document can be easily identified.Easier Management
Numbering simplifies the registration, storage, and retrieval of documents. The number allows for quick identification of the document's creation date, type, or other important attributes.Traceability and Accountability
A unique number allows tracking of the document's lifecycle—who created, approved, or archived it. This ensures accountability and transparency in document-related processes.Convenient Referencing
The document number makes it easier to reference specific documents, especially in communication, where ambiguity must be avoided.Legal and Organizational Requirements
In many sectors and institutions, document numbering is mandatory to meet legal and regulatory requirements and to ensure readiness for audits.System Maintenance
Proper numbering helps maintain an organized and efficient document management system.
Assigning a number to a document is an important part of document management and helps ensure efficiency, accuracy, and traceability.
Numbering Configuration in Mailablis
Location: Settings - Document Numbering
Note! Generally, the basis for numbering is a list of documents that have been created or received during the company's operations, which is compiled for the purpose of categorizing and managing the documents.
Although a document list is not directly required for configuring and operating the numbering system in Mailablis, it makes the process easier and more systematic for the company. If the company already has an existing document structure, it helps clearly define the types of documents and establish the numbering principles.
It is also important that the numbering system created in Mailablis is aligned with the company's document list, if one exists. Such a unified structure ensures that document management is consistent and meets the company's internal requirements and needs.
Configuration Methods
The first step is to choose the method for configuring the numbering. There are two options for this:
I. Numbers in Ascending Order
This option is suitable for simpler document management. A consecutive unique number is assigned to each document, meaning the numbers automatically increase with each new document created.
This type of numbering is a simple and effective way to identify and organize documents. However, it should be noted that this setup offers limited flexibility— for example, it is not possible to use additional structure in the numbers or combine the numbers with other identifiers.
Pros:
Easy to set up and use
Suitable for smaller systems and simpler workflows
Quick and straightforward document tracking
Cons:
Limited customization options
Does not allow adding additional context or separating numbers by categories
II. Combined Numbering
This is a more customizable option that offers greater flexibility and possibilities. Combined numbers can be created based on the company’s existing "Document List" and the already established numbering system.
This method involves using functions and sequences when creating numbers. A mathematical formula or algorithm is used to generate a unique number for the document. This approach provides broader options and possibilities, allowing the use of numbers, letters, variables, and various symbols.
Pros:
Broader customization options
Allows for systematic differentiation of document categories
Suitable for more complex organizational structures and large-scale document management solutions
Cons:
More complex to set up and manage
Requires more precise planning and the creation of mathematical formulas or algorithms
NB! To choose the most suitable solution, both numbering systems should be evaluated based on the company's needs and the complexity of document management.
NB! Once combined numbering is selected, this option cannot be reversed.