Project & campaign numbering methods [in-depth guide]
This guide will explain the various methods that project numbers can be generated automatically.
Guide contents: New year numbering | Project methods | Campaign methods | Resources
- By default, the method is set to "Prefix + Client ID + Next Global Number".
- You can always manually enter a project number when creating a project and even after it has been created. If you do change the project number after it has been created, please close and reopen the project after saving.
- Keep in mind that all project numbers and campaign IDs MUST be unique in Workamajig.
- The Prefix field accepts alpha/numeric. By default, it is simply the last 2 digits of the current year.
To access these options, go to Menu > Admin/Manager > System Setup > Account Information > Transaction Preferences > Projects or Campaigns.
New year numbering
By default, the system is set to Prefix + Client ID + Next Global Number and Use 2 Digit Year for Prefix is checked.
What this means, is that when you create a project for the first time each year, the preference is changed to the last two digits of the new year AND the project number gets reset to 1.
NOTE: If you are using a different Fiscal Starting Month, set up via GL tracking options, the system will use this to reset the 2-digit Year prefix.
For example:
- You create the last project of the year on 12/31/2014. The project number may look like this 14-ABC-9876.
- A new year rolls around and on 1/1/2015 you create a project. The project number will then be 15-ABC-0001.
This is okay because the project numbers are unique. You can always use filters in your reporting to see what the actual created date or project start and ends are.
Alternatives:
- Edit the 2-digit Prefix field to match the current year prior to creating the first project of the new year.
- You can uncheck Use 2 Digit Year for Prefix when will keep the next global number intact, but then keep in mind you will need to update the prefix manually. Also, when you reach 5 or more digits, the next number will automatically update the number of digits. So if you want to be in manual control, it's recommended you start off with 5 with the Size of Project Number to maintain consistency down the road.
- Once you create the first project of the new year (which triggers the prefix and reset to 1). You can edit the project number and save it. And then update the next global number to what comes next.
Project methods
Prefix + Next global number
- Starts off with the Prefix field in Transaction Preferences.
- Then finishes off with the Next Number field in Transaction Preferences.
- Example: 14-0001
Client ID + Next number from client
- Starts off with the Client ID from Client Setup.
- Then finishes off with the Next Project Number field in client setup.
- Example: ABC-0001
Prefix + Client ID + Next number from client
- Starts off with the Prefix field in transaction preferences.
- Then uses the Client ID from Client Setup.
- And finishes off with the Next Project Number field in Client Setup.
- Example: 14-ABC-0001
Prefix + Client ID + Next global number (Default)
- Starts off with the Prefix field in Transaction Preferences for the project number. This is typically a two-digit number for the year.
- Then uses the Client ID for the next section of the project number.
- And finishes off with the Next Global Number field in Transaction Preferences.
- Example: 14-AMC-0001
Office Prefix + Next number from office
- Starts off with the Project Number Prefix field from the Offices setup.
- Then finishes off with the Next Project Number fields from the Offices setup.
- Example: NY-0001
Project Type Prefix + Next number from type
- Starts off with the Project Number Prefix field from the Project Type used when creating the project.
- Then finishes with the Next Project Number field also from Project Type setup.
- NOTE: If using this method, it's best to have Project Types set to Required in Transaction Preferences.
- Example: DM-0001
Client Division Prefix + Next Number from Client Division
- Starts off with the Prefix field in Client Setup > Divisions.
- Then finishes with the Next Number field also in Client Setup > Divisions
- Example: HQ-0001
Campaign ID + Next Number from Campaign
- This is a good choice if you are Campaign heavy and always create the campaign first, and add projects from within the Campaign.
- Starts off with the Campaign ID that the new project you are about to create is linked to.
- Then finishes with the Next Project Number field in the Campaigns setup.
- Example: Campaign Would have an ID of 14-ABC-0001, then the first project you create for the campaign would be 14-ABC-0001-0001.
- NOTE: If you create a project that is NOT linked to a Campaign during the initial creation of the project, then the individual project's number will be "Prefix + Next Global Number" by default.
Campaign methods
NOTES:
- If you always add the campaign before adding projects within the campaign, then a good practice is to set your Next Project Numbering Method to "Campaign ID + Next Number from Campaign".
- The Campaign ID has methods similar to the Project Number. These need to be unique from each other so Files can work properly.
Prefix + Next Global Number
- Pulls the number from the Prefix field. Typically this is a 2 digit for the year, and get updated the first time you create a project for the year.
- Then adds the Next Global Number from what is next up in the Next Number field.
Client ID + Next Number from Client
- Uses the Clients ID when the campaign is created.
- Then add the Next Number from the Client that is in the Clients Setup.
Prefix + Client ID + Next Number from Client
- Pulls the number from the Prefix field. Typically this is a 2 digit for the year, and get updated the first time you create a project for the year.
- Uses the Clients ID when the campaign is created.
- Then adds the Next Number from the Client that is in the Clients Setup.
Prefix + Client ID + Next Global Number (Default)
- Pulls the number from the Prefix field. Typically this is a 2-digit for the year, and gets updated the first time you create a project for the year.
- Uses the Clients ID when the campaign is created.
- Then adds the Next Global Number from what is next up in the Next Number field.