Why use document numbering?
Document numbering automatically assigns unique identifiers to every inspection, helping teams track and distinguish multiple records over time. It's especially useful when managing high volumes of inspections or recurring reportsacross teams and sites. This ensures you can trace each document's history and reference it easily during audits or reviews. It also brings structure and confidence to recordkeeping, helping you maintain consistency, accountability, and compliance across operations.
For example, a construction team can use document numbering to organize daily site inspections, where each inspection is automatically assigned a sequential number. This helps the team see how many inspections they have started or completed, track the order of inspections from the first to the most recent, and quickly locate a specific record when needed.
Published changes made to templates only apply to new inspections moving forward.
Format options
Template document numbering can be set to follow a particular format when indexing inspections. Please note that the format options must be typed in lowercase.
[number]: Auto-populates the document number incrementally in six digits for each inspection conducted from the same template.
[first]: Auto-populates the inspection author's first name.
[last]: Auto-populate the inspection author's last name.
By default, a new document numbering system has the "[number]" format. Using the options above, you can create a complex document numbering system for your templates. For example, an inspection conducted by John Smith from a template with a format of "Audit R[number]_[first]-[last]" would be numbered "Audit R000001_John-Smith".
You can automatically add each inspection's document number to its title with inspection title formats.
Add and format document numbering
Select
Templates in the sidebar or select it in More .Click the template and select Edit template in the side panel.
On the "Title page", add a new question or select an existing one.
Clickunder the "Type of response" column on the right-hand side and select Document number .
Click the numbers below the question label, next to "Format".
In the side panel, customize the document number format accordingly.
Click Save and apply .
Click Publish on the upper-right of the page to publish the template. If you're not ready to publish the template, you can go back to the templates list and come back when you're ready.
