Document Coding

DocuKlaud automatically assigns a unique code to each document that is created. By default it uses a standard scheme (for example, the folder code followed by a sequential number, such as LEG-GESTC-00001). The Document Coding module allows the administrator to define a custom code format, adjusted to the organization's internal nomenclature.

• Advantage: Documents are coded according to the organization's own standard, combining pieces such as the folder code (by level), the year, document fields and a sequential number.
• Additional detail: The format is built visually by dragging parameters into an editor, with a real-time preview of the resulting code.

What does each parameter represent?

The code is built by combining "pieces" (parameters) that are dragged, in the desired order, into the Code Editor. Each parameter is automatically replaced by a real value when a document is created. The parameters are grouped by category (identified by color):

• Folder (orange) — takes the code of the folder where the document is saved:
  • FolderCode: the complete folder code (concatenates all the levels of the path).
  • FolderCode_1LVL: only the code of the first level of the hierarchy (the main folder / Workspace).
  • FolderCode_2LVL: the code up to the second level (main folder + subfolder).
  • FolderCode_3LVL: the code up to the third level of the hierarchy.
• Year (green) — the year in which the document is created (for example, 2026). Useful for resetting the numbering by year.
• Field (blue) — the value of a document field. To be able to use it here, you must first create a Custom List with the "code" field enabled and then a field (of lookup type) that points to that list; this way that field becomes available as a selectable parameter in this modeler.
• Custom (gray) — fixed text or separators that you define (for example a hyphen "-", a prefix such as "DOC", etc.), to give shape and readability to the code.
• Sequence (sequential number) — the document's sequential number, with the number of digits you define in Sequence size (for example 00001). With Reset sequence on you can make the sequential number start over (for example, every year).

Example: if you drag into the editor the parameters FolderCode + Custom ("-") + Year + Custom ("-") + Sequence, a document created in the folder LEG-GESTC in 2026 would get a code like LEG-GESTC-2026-00001. The modeler's Preview always shows you how the code will look with the chosen pieces.

Step by Step:

1. From the side menu, under Settings, click Subscription Settings to open the Subscription details.


2. In the Settings section, locate the Document Management tab and the Document coding field (it shows the current scheme, for example "Isolated"). Click the Customize button.








3. The Set custom code modeler will open. From the Parameters panel, drag into the Code Editor, in the desired order, the pieces that will make up the code (see above "What does each parameter represent?" for the detail of each one).








4. Review the Preview to see how the code will look with the chosen parameters.


5. Define the Sequence size (sequential numbers) —number of digits of the sequential number— and, if applicable, the Reset sequence on rule (for example, resetting the sequential number every year).


6. When the format is final, click Confirm. Remember that this action can only be performed once; for later changes you will need to open a support ticket.