Custom Numbering Schemes

Create custom numbering sequences for projects, budgets, tasks, and purchase orders.

Updated over a week ago

Similar to setting up a custom invoice numbering format, you can also create numbering schemes for other items in Productive, such as projects, budgets, tasks, and purchase orders. This allows you to personalize the codes used for these items and ensure consistency across the app.

Customizing the numbering sequences is available in Premium and Ultimate plans.

Customizing your number format opens up plenty of possibilities. You can incorporate various elements such as:

  • {yyyy} - Current year (e.g., 2024)

  • {yy} - Shortened current year (e.g., 24)

  • {q} - Current quarter (e.g., 1, 2, 3, 4)

  • {n} - Sequential number (e.g., 1, 2, 3...)

  • {mm} - Month (e.g., 01, 02...)

  • {company_code} - First four characters of your company code (e.g., ACMER = ACME)

You can also use various characters, including numbers (1-9), letters (both uppercase and lowercase), symbols (/ _ - . < >), and whitespace, to customize your numbers.

Note: A task sequence cannot contain the {company_code} variable!

Tip: You can use the quick-search option within the projects, budgets, purchase orders, and task screens to find specific items by their numbers.

Just ensure the number is added to the search bar without the # symbol!

Examples (Click Here to Expand)

Your project numbers could follow formats like:

  • PROJ_{yyyy}_{mm}_{n}

Your purchase order numbers could follow formats like:

  • {nnn}-{company_code}-{yyyy}

Your budget numbers could follow formats like:

  • Budget_Classification_{yy}_{q}_{nn}

Your task numbers could follow formats like:

  • TASK_NR_{nnn}_{mm}_{yy}

Setting up the Custom Number Schemes

To set up custom numbering formats, navigate to Settings > General in your Productive account. Note that only Admins can update the numbering sequences.

Navigate to the Numbering scheme menu where you can set custom sequences for projects, budgets, tasks, and purchase orders.

Tip: To see which variables are supported when creating a custom sequence, hover over the ℹ️ icon next to each item.

You can also use standard text along with the predefined variables.

A custom start number can also be set for each sequence type (note that you cannot retroactively add a number lower than the one you set).

After adjusting the numbering sequence formats, save the changes by clicking Save in the lower left, and you'll be all set!

Tip: If you've included unsupported formats or missed required information, the save button won't display a checkmark, indicating that the changes you made were not saved.

If that happens, review and correct your inputs, ensuring you see a checkmark after saving ✅

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