In Collavate, you can automatically assign numbering as a prefix and suffix of a document title based on predefined rules when submitting approvals. This feature allows you to add desired information, such as submission date or department name, to document titles for systematic management.
1. Click 
2. Go to Document Numbering.
3. Click the variables on the screen in your preferred order.
4. Click Save.
Note:
- You can add phrases or symbols such as _ ” : & between each variable.
- Use the Document Title Preview to check a sample of the current numbering rule settings.
Available Numbering Rule Variables #
| Variable Name | Description |
| ${companyCode} | Company name (specified in the Domain Settings menu under the Admin Menu) |
| ${teamName} | Department name saved in the user’s profile |
| ${thisYear} | Last two digits of the current year (e.g., 20xx → xx) |
| ${thisYearFull} | Full four digits of the current year (e.g., 20xx → 20xx) |
| ${thisMonth} | Current month |
| ${today} | Current date |
| ${number} | Cumulative document submission count (resets every 24 hours if used with Year/Month/Date variables) |
| ${collavateType} | Document type as specified in the Document Category menu |
| ${userCompany} | Company name saved in the submitter’s profile. |
| ${templateAlias}: | Alias of the shared template |
| ${documentTitle}: | Document title |
Setting File Extension and Numbering Position #
When placing numbering at the end of a file name, you can configure whether the numbering appears before or after the file extension.
1. Click
2. Go to Document Numbering.
3. In File Extension Numbering Settings, select your preferred option.
4. Click Save.
| Note: If numbering is placed after the file extension, the operating system may have difficulty recognizing the file type during download. In such cases, change the numbering position to appear before the file extension. |