You can apply predefined title rules to all submitted approval documents in Collavate. These rules automatically assign numbering or additional information—such as submission date or department name—as a prefix or suffix to the document title, enabling more systematic management.
1. Click Admin.
2. Go to Document numbering.
3. Click the variables on the screen in your preferred order.
4. Click Save.
Note:
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Available Numbering Rule Variables
Variable Name | Description |
${companyCode} | Company name (specified in the Domain Settings menu under the Admin Menu) |
${teamName} | Department name saved in the user’s profile |
${thisYear} | Last two digits of the current year (e.g., 20xx → xx) |
${thisYearFull} | Full four digits of the current year (e.g., 20xx → 20xx) |
${thisMonth} | Current month |
${today} | Current date |
${number} | Cumulative document submission count (resets every 24 hours if used with Year/Month/Date variables) |
${collavateType} | Document type as specified in the Document Category menu |
${userCompany} | Company name saved in the submitter’s profile. |
${templateAlias} | Alias of the shared template |
${documentTitle} | Document title |
Set location of file extension and suffix
When placing numbering at the end of a file name, you can configure whether the numbering appears before or after the file extension.
1. Click Admin.
2. Go to Document numbering.
3. In File Extension Numbering Settings, select your preferred option.
4. Click Save.
Note: If numbering is placed after the file extension, the operating system may have difficulty recognizing the file type during download. In such cases, change the numbering position to appear before the file extension. |