Document Numbering

Every template and report in Pasco Cloud is assigned an automatic, sequential document number. These numbers provide a reliable reference system that your team and stakeholders can use to identify documents quickly — no manual numbering, no duplicates, no gaps.

How It Works

Document numbers are assigned automatically when a template or report is created. The system uses atomic counters in the database to ensure numbers are never duplicated, even when multiple people create documents at the same time.

Template Numbers

All templates receive a number with the fixed prefix TEM:

• TEM-001, TEM-002, TEM-003, and so on.

Report Numbers

Reports receive a number based on their template type. Each template type has a configurable 2–4 character prefix:

• Inspection → INS-001, INS-002, INS-003
• Audit → AUD-001, AUD-002
• Safety → SAF-001, SAF-002
• NCR (Non-Conformance Report) → NCR-001, NCR-002

The prefix is defined when creating or editing a template type. Prefixes must be unique across all template types to avoid confusion.

Number Format

Document numbers use a three-digit, zero-padded format:

• INS-001 through INS-999

When the counter exceeds 999, it continues naturally without zero-padding:

• INS-1000, INS-1001, and so on.

This keeps numbers clean and readable for the volumes most projects and organisations encounter, while handling high-volume use cases without any hard cap.

Scoping

Document numbers are scoped — meaning the same prefix can have independent sequences in different contexts. The scope is determined by the template's configuration:

• Organisation-scoped template → numbers are scoped to the organisation. INS-001 in Organisation A is completely independent from INS-001 in Organisation B.
• Project-scoped template → numbers are scoped to the project.
• User-scoped (private) template → numbers are scoped to the user.
• Public template → numbers are scoped globally.

ℹ️ Did you know?

Scoping keeps numbers meaningful within their context. When you see INS-047 on a report for Organisation A, you know it is the 47th inspection report in that organisation — not the 47th across your entire platform. This matches how numbering works in the real world, where each company maintains its own document registers.

Document Admin

When a project has a document admin organisation set (configured in the project settings), that organisation controls the numbering scope for reports created on that project.

This is important for projects with multiple organisations — the document admin's sequence is used, ensuring all reports on a project follow a single, consistent numbering scheme regardless of which organisation's member creates the report.

💡 Tip

Set the document admin on each project to the organisation responsible for document control. This ensures report numbering is consistent and follows that organisation's sequence. You can configure this in the project's settings under the organisations tab.

Where Numbers Appear

Document numbers are displayed throughout the platform:

• Reports list — shown as the primary identifier in bold.
• Report detail page — displayed in the header alongside the report title.
• Report builder — shown in the builder header while you are editing.
• PDF output — printed in the document header of the generated PDF.
• Templates list — template numbers shown for reference.
• Template builder — displayed in the builder header.

The document number is the standard way to reference a report in conversation, emails, or meeting minutes — for example, "Refer to INS-047 for the balcony inspection results."

Changing Template Type Prefixes

If you change a template type's prefix after reports have already been created, existing report numbers are preserved. The new prefix only applies to reports created after the change.

This means your historical records remain consistent. A report numbered INS-023 stays INS-023 even if the inspection prefix is later changed to INSP.

Fallback Behaviour

If a template type does not have a prefix configured, the system falls back to the TEM prefix. This ensures every document always gets a number, even if the template type was created before the numbering feature was available.

What's Next?

• Want to understand PDF output? Read Report PDFs.
• Need to configure template types? See Template Types.
• Looking at the bigger picture? Return to the Reports Overview.