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Version: Current

Troubleshooting: Auto-Numbering Sequence Issues

Problem​

Automatic document numbering configured for a Document Type is not working as expected:

  1. Numbers are not being assigned (field remains blank or editable).
  2. The sequence is incorrect (wrong prefix, wrong starting number, incorrect padding).
  3. There are unexpected gaps in the number sequence.
  4. Duplicate numbers are being assigned (very rare).

Common Causes​

  1. Auto-Numbering Not Enabled: The auto-numbering feature is not turned on for the specific Document Type in Settings > Document Types > Edit > Settings.
  2. Incorrect Configuration: Errors in the configured Prefix, Starting Number, or Padding settings for the Document Type.
  3. Manual Number Entry: Users are manually entering numbers before the auto-numbering sequence assigns one (this shouldn't happen if auto-numbering is correctly enabled, as the field becomes read-only).
  4. Workflow Timing: The document might be progressing through a workflow where the status triggering number assignment isn't reached, or the number field is being overwritten by a later automation step. Auto-numbering typically applies on document creation or transition to a specific status.
  5. Database/Concurrency Issues (Very Rare): In extremely high-volume scenarios or during platform issues, there could theoretically be a race condition leading to gaps or duplicates, although the system is designed to prevent this.
  6. Configuration Not Saved: Changes made to the auto-numbering settings were not saved correctly.

Troubleshooting Steps​

  1. Verify Auto-Numbering Configuration (Admin Task):
    • Go to Settings > Document Types.
    • Edit the relevant Document Type.
    • Navigate to the Settings tab.
    • Check the Auto Numbering section.
      • Is the feature Enabled (toggle ON)?
      • Are the Prefix, Starting Number, and Padding configured correctly?
      • Check the Next Number preview. Does it look right?
    • Save any necessary changes.
  2. Check Field Editability: When creating a new document of this type, is the document number field read-only (greyed out)?
    • If Yes, auto-numbering is likely enabled correctly at the form level. Check workflow timing (Step 3).
    • If No, auto-numbering is not correctly enabled or applied for this Document Type. Revisit Step 1.
  3. Review Workflow/Sentences (Admin Task):
    • Examine the Sentences triggered by document creation or status changes for this Document Type.
    • Does the workflow ensure the document reaches the state where numbering should apply?
    • Is any Sentence action potentially clearing or overwriting the document_number field after it should have been assigned?
  4. Check for Manual Entries: Review the Audit History of affected documents. Is there any record of users manually editing the document number field?
  5. Test with New Document: Create a brand new document of the affected type. Does it receive the correct auto-number upon creation/submission? This helps differentiate between configuration issues and problems with existing documents.
  6. Investigate Gaps: Occasional gaps can occur if a transaction fails validation after a number is reserved but before it's fully saved (though the system tries to avoid this). Consistent, large gaps warrant investigation by support.

Need Help?​

If auto-numbering issues persist after checking the configuration and workflow, contact Zudello support. Provide:

  • The name of the Document Type affected.
  • Screenshots of the Auto Numbering configuration.
  • Document UUIDs of examples showing the incorrect numbering.
  • Details of the expected vs. actual number sequence.