Document Naming Rule
How to use Document Naming Rule in Platform Settings: access, working steps, fields, related records and troubleshooting.
Purpose and access
Review platform defaults and dependencies within the administrator’s authority. Record the reason and tested impact of changes. Authentication, session settings and security-sensitive configuration need a controlled change process.
This page is a record page in System Admin → Platform Settings. Use the link above to open the configured destination; permissions are checked by the destination service.
Before you start
Prepare the required information: Document Type, Prefix, Digits.
Confirm the company, party, dates, units and source references that apply. Select existing links carefully and check for an existing record before creating a duplicate.
Working steps
- Open Document Naming Rule from System Admin → Platform Settings, or use ERP Search.
- Filter the list and open the relevant record. To add a record, use Add/New when your role provides that action.
- Complete the editable fields described below. Required fields and validation conditions must be satisfied; read-only values are set by the system or their source records.
- Add the required child rows. Review each row’s identifiers, linked records and values, using the child-table field reference below.
- Save the record and address validation messages. Reload and verify the saved values and relationships.
- Use any additional workflow actions only when the record and your role provide them. Saving this record does not automatically complete a related transaction or external action.
Field reference
These fields come from the installed ERP definition. Hidden fields and password inputs are omitted. Additional conditions, custom scripts and workflow rules can make a field required or read-only in a particular context.
| Field | Type / behavior | How to use it |
|---|---|---|
Document Typedocument_type | Link Required | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: DocType |
Disableddisabled | Check Optional | Enable or disable the named option only when it matches the intended record behavior. |
Prioritypriority | Int Optional | Rules with higher priority number will be applied first. |
Conditionsconditions | Table Optional | Add the relevant child rows and review required columns, quantities and references before saving. Linked record: Document Naming Rule Condition |
Prefixprefix | Data Required | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Countercounter | Int Optional | Warning: Updating counter may lead to document name conflicts if not done properly |
Digitsprefix_digits | Int Required | Example: 00001 |
Child tables
Conditions — child-row fields
| Field | Type / behavior | How to use it |
|---|---|---|
Fieldfield | Select Required | Choose one of the configured list values. Status fields may be controlled by the record workflow. |
Conditioncondition | Select Required | Choose one of the configured list values. Status fields may be controlled by the record workflow.Available choices
|
Valuevalue | Data Required | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Troubleshooting
- Not permitted: verify the account, role and source-document permission. Do not share an administrator login.
- Missing record or address: inspect the relevant Link or Dynamic Link fields; a matching title alone does not establish a relationship.
- Cannot save or change status: review required fields, read-only values, document status and the configured approval transition.
- Unexpected report or portal result: review company/date filters, source-document submission and the approved party or Employee link.