The number or reference assigned to each site, library or document set is used to unique identify it. The format of these numbers or references should be kept consistent as they are used in the site, library or document set URL and can be used by MacroView Corporate Email Filing as tracking tags so that emails can be saved automatically.
The number or reference for each new site, library and document set can either be entered by the user or be automatically assigned. When they are automatically assigned, they will by default be given a 4 digit number starting at 1000 that is unique to other sites, libraries or document sets within the same site collection.
Manual or Automatic numbering
You can control whether numbers should be manually entered or assigned automatically for each item type simply by hiding or showing the number field on the respective New dialog. When the field is visible then number must be entered by the user. When the field is not visible a number will be assigned automatically.
To show or hide the number field when creating a site collection, site or library, set the visible setting to true or false in the <NumberLabel> entry in the following files:
For document sets the number visibility of the Number field is determined by whether or not the Number metadata column is visible or hidden in the document set content type. To set this change the Hidden property to true or false for the document set content type at the very end of the following file.
When numbers are assigned automatically, the next available number is obtained from a list located in the site collection. If the lists is not present in the site collection then MacroView DMF will look for the list in the root SharePoint site collection. Alternatively, you can hard code the list location by specifying its location (ListURL) and name (ListDisplayName) in the following files:
Note: If you are autonumbering site collections then the list must first be provisioned separately and its location and name hard coded in the following file:
- Extensions/CreateNewSiteCollection/NewSiteCollectionConfiguration.xml file.
Three lists are created by default with each new site collection (MV Site List, MV Library List and MV Doc Set List). If the list locations are not hard coded and numbers are to be assigned from list in the root site collection, the lists should be deleted form the site collection.
When numbers are being supplied manually by the user, the format of the number can be enforced by defining validation rules. These rules are defined by specifying a regular expression that they must match in order to be consider a valid number or reference.
Use the to enable or disable validation without needing to change the state in individual validation rules.
A validation rule can be applied to either the name or number field to ensure the entered value complies with the format specified in the regular expression If it does not then the specified between the tags will be displayed.
You an also specific a prefix that will be applied to site collection and site URLs to ensure that they remain unique when both sites and libraries are created at the site collection level. To specify the prefix edit either of the following settings in the configuration files:
Including numbers in titles
Whether numbering is being assigned automatically or manually the inclusion and format of the number in the site, library or document set title is defined by columns in the numbering lists. This means a numbering list should be present for each type of item even if numbers are not being automatically assigned. Three numbering list are created by default in the site collection for controlling numbering of site, libraries and document sets.
There are three (3) calculated column in each list that control if the number should be included in the site, library or document sets title and what prefix and suffix to include when it is being added. The columns are the:
- Number Position ('Start', 'End' or 'None')*
For example to include the number at the start of the title and within brackets (e.g. "(1000)-Title", these could be set too:
- Number Position: ='Start'
- Prefix: ="("
- Suffix: = ")-"
*Note: It is recommended on document sets that the numbering is always included at the "Start" of the title so that it can be used by MacroView Managed Filing to tag and auto save emails.