In our fist blog we took a look at SharePoint Classifier and the different components that make up SharePoint Classifier. In this blog we will take a closer look at one of the components, SharePoint Document Number Generator (which can be purchased separately).
Ever have to try and find unique names or number for documents? Running out of creative ways to identify your documents? Need a better way to quickly and easily name or number your documents so you can find your documents later? The answer to all of your questions is contained in SharePoint Document Number Generator.
SharePoint Document Number Generator automatically generates a unique number or name for your documents in SharePoint library so that your documents are easily identifiable and classified. You can set up your own unique scheme on a SharePoint list or document. Any incoming documents are then automatically named or number based on your scheme.
Why is this important?
The reality of most organizations is that they swim in documents. Documents are always moving, being checked-in and out, downloaded, uploaded, sent, etc. With all of this going on it will become quite cumbersome to keep it all organized.
Say for example you have a 10 or 12 projects that are ongoing in your organization. Everybody is sending documentation on each of these projects. One way to make the organization of the documents easier is to auto name or number the documents so that the people involved in the project can easily find their documents. Think of how boring and possibly confusing it would be if everything is named Project 1, Project 2, etc. With a unique scheme you can come up with one identifier for you documents that are different from other Projects. You can come up with something cool to name your documents that are not only easy to find but easy to identify. This auto naming or numbering is also beneficial for those working on a specific project as they can quickly and easily name and organize their documents.
Another good reason to have SharePoint Document Number Generator is when you keep a majority of your documents in one location. Unique names or numbers can be placed at the beginning of a document name followed by a descriptor. In this way when you scroll down the list you can easily find what you are looking for as everything that is relevant to each other can be grouped together.