Reference Number Template

Users can configure a template for generating reference numbers. A reference number template combines static text and dynamic fields that pull from a document's metadata — such as doc type, WBS, or discipline — together with an auto-incrementing sequential iterator, so each new number follows on from the last.

A reference number built from the template, the record, and a sequence

A reference number template can be created as a standalone, reusable, named template via New > New Reference Number, or written directly into a record's Reference Number Generation section. The Jinja syntax used to build them is accessible via the floating toolbar.

This is the only place that combines static text, dynamic metadata fields, and a sequence into one reference number string. For a simpler auto-incrementing code on a single custom field (for example an invoice number with no other metadata mixed in), use the SequentialRef field type instead — see Custom Field Templates.

Who configures this

Users with access to the New module. Reusable templates are managed from New > New Reference Number; templates used within a record are configured from New > Custom Fields & Configuration > Manage Records.

Creating a reusable reference number template

New > New Reference Number opens the Generate New Reference Number dialog, which manages a list of named, reusable reference number templates independently of any single record.

Control	Description
Template	Dropdown listing saved reference number templates.
Add	Opens the Add Jinja Template dialog to create a new template.
Edit	Opens the selected template in the Add Jinja Template dialog for editing. Disabled until a template is selected.
Delete	Removes the selected template. Disabled until a template is selected.

Clicking Add (or Edit on an existing template) opens the Add Jinja Template dialog:

Field	Description
Template Name	The name the template is saved and listed under.
Template String (Jinja)	The template string — static text, dynamic Jinja fields, and the $DW_SEQ_XXXXX$ sequential iterator, using the same syntax as the sample below.

How to create a reusable reference number template

Step	Description
1	Navigate to New > New Reference Number.
2	Click Add.
3	Enter a Template Name.
4	Enter the Template String (Jinja), combining static text, dynamic Jinja fields, and the $DW_SEQ_XXXXX$ iterator.
5	Click Create.

Sample reference number template

DRG-{{document.doc_type}}-{{locations[0].Code}}-STATIC-$DW_SEQ_XXXX$

Field	Description
DRG	Static value — appears unchanged on all generated reference numbers.
{{document.doc_type}}	Dynamic field — replaced with the document's doc type at generation time.
{{locations[0].Code}}	Dynamic field — replaced with the first location's code.
STATIC	Static value — appears unchanged on all generated reference numbers.
$DW_SEQ_XXXX$	Sequential iterator — generates a unique number for each document. The number of X characters sets the zero-padding width: XXXX produces 0001, XXX produces 001.

Record Editor

A reference number field is added to a record template via a Reference Number section in the Record Editor (accessible from New > Custom Fields & Configuration > Manage Records).

Edit Record — a Reference Number section alongside a record's other sections

Field	Description
Record Name	The name of the record template.
Allowed Groups	Restricts which groups can use this record template.
Record Group	Groups this record template with related templates for organisation.
New Section Name	The name for a new section within the record (e.g. "Reference Number Generation").
New Section Type	The type of the new section. Select Reference Number to add a reference number field.
View Live Preview	Renders a live preview of the record template as currently configured.
Save Changes	Saves the record template.

Expanding a Reference Number section reveals two ways to supply the template — pick a saved one, or write it directly:

Reference Number Generation section — expanded

Field	Description
Existing Reference Number Templates	Selects a template created via New > New Reference Number.
Reference Number Template String	The template string — static text, dynamic Jinja fields, and the $DW_SEQ_XXXX$ iterator — written directly for this record, whether or not an existing template is also selected above.

Existing Reference Number Templates — dropdown open

How to add reference number generation to a record

Step	Description
1	Navigate to New > Custom Fields & Configuration > Manage Records.
2	Click Create New Record (or the pencil icon on an existing record). Enter a record name and configure Allowed Groups and Record Group as needed.
3	Add any metadata fields that will be used as dynamic values in the reference number (e.g. doc type, WBS, discipline).
4	In New Section Name, enter a name for the reference number field (e.g. "Reference Number Generation"). Under New Section Type, select Reference Number. Click Add to insert the section.
5	Expand the section's options. Either select a saved template from Existing Reference Number Templates, or enter a template directly in Reference Number Template String, combining static text, dynamic Jinja fields, and the $DW_SEQ_XXXX$ iterator. Include a dash (-) between elements.
6	Click Save Changes.

How to generate a reference number

Step	Description
1	Navigate to New and select the relevant record template.
2	Complete the required metadata fields in the record.
3	Click Save. The confirmation dialog displays the generated reference number, which can be copied, downloaded, or used to navigate to the document's details.

Troubleshooting

Issue	Detail
Reference numbers not unique	Confirm the $DW_SEQ_XXXX$ iterator is included in the template string. Without it, documents may receive identical reference numbers.
Dynamic field returns blank	The metadata field referenced in the template (e.g. {{document.doc_type}}) may not be populated on the document. Ensure the required fields are completed before generating.
Template string not saving	Check that the Reference Number section type has been selected and the section added before entering the template string.
Wrong zero-padding on sequential number	Adjust the number of X characters in $DW_SEQ_XXXX$ to change padding width.
Existing Reference Number Templates dropdown is empty	No reusable templates have been created yet. Create one via New > New Reference Number first.

Related configuration

• Custom Fields — custom field templates used as dynamic sources for reference number fields
• Floating toolbar — Jinja syntax reference for building template strings