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Managing Code Tables

Code tables are the controlled lists of values that feed your Document IDs - for example your Document Types (Procedure, Form, Drawing), Projects, Departments and Systems. This guide shows you how to add, edit, archive and restore the codes in those table

Written by Gagan Majathia

Which guide do I need?

  • This guide - Managing Code Tables - use this to maintain the values (codes) that make up a Document ID, e.g. adding a new document-type code or a new project.

  • Building Document IDs - use that guide to decide how those codes are assembled into an ID (the segment order and format). Code tables supply the options; the Document ID schema decides how they're combined.

Note: Because these lists drive every new Document ID, changes here affect what everyone in your organization can choose when they create a document. Change them deliberately.

Before you start

  • You need the Manage code tables permission. Without it you can browse the tables but the New, Edit, Archive and Delete controls won't appear.

  • Decide the code (the short value that shows on the document, e.g. FRM) and the name (the plain-language label, e.g. Form) before you begin.

Steps

1. Open Code tables

In the Documents app, open Settings. Under the Documents group in the settings menu, select Code tables.

2. Choose the table you want to work in

Each tab across the top is a separate table (for example Document Types, Projects, Departments, Systems, Qualifiers, plus any you've created). The number on each tab is how many active codes it currently holds. Click a tab to switch to it.
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Note: The columns you see depend on the table. Some tables include a Colour column, and Document Types also includes a Number format column (explained in step 3).

3. Add a code

Click the + New Type button on the right (its label matches the table, e.g. New project or New document type). A row opens at the top of the list. Fill in:

  • Name - the plain-language label (e.g. Form).

  • Code - the short value used in the Document ID (e.g. FRM).

  • Group (only if the table supports grouping) - an optional heading to file the code under.

  • Colour (only if the table uses colours) - type a hex colour value such as #3B82F6; the square to the left previews it.

  • Number format (Document Types only) - how the numbered part of the ID is generated for this document type:

  • Sequential -> 001

  • Decimal -> 6.0

  • Year + sequence -> 2026-001

  • None -> no number

Click Add.

Note: Name and Code are both required. For Document Types you must also choose a number format.

4. Confirm it was added

The row is saved and a confirmation appears. Your new code now shows in the list and the tab's count goes up by one.

If the code already exists

If you try to add (or rename) a code to a value that's already in the table, you'll see an error telling you exactly which value is taken:

Code "FRM" already exists in this table


Sometimes you'll get this message even though you can't see that code in the list. That's because the code has been archived - archived codes are hidden by default, but their code value is still reserved, so nothing else can reuse it.

To fix this:

  1. Tick Show archived in the toolbar. Archived codes now appear in the list, each with an Archived badge.

  2. Find the code you were trying to add.

  3. Click Restore on that row to make it active again - there's no need to re-create it. It keeps its original name and settings.

Note: If you genuinely want a different entry, choose a code value that isn't already in use - remember to check the archived codes too, since those values are still reserved.

Edit a code

  1. Click Edit on the code's row. The row becomes editable.

  2. Change the Name, Code, Colour or Number format as needed.

  3. Click Save.

Note: Renaming a Code to a value that's already taken (including an archived one) shows the same "already exists" message from the section above.

Archive or restore a code

Archiving keeps a code for the record but removes it from the choices people see when creating new documents - use it instead of deleting when a value is retired.

  • To retire a code, click Archive on its row. It disappears from the list and the tab count drops.

  • To bring it back, tick Show archived, find the code, and click Restore.


Create a new code table

1. Click New table (the + at the end of the tabs).

2. Enter a Name for the table.

3. Tick the options you need:

  • Codes have a colour

  • Codes can be grouped

  • Codes carry a number format

4. Click Create. The new table appears as its own tab, ready for you to add codes.

Delete a code table

You can only delete tables you've created; the built-in tables (such as Document Types) can't be deleted.

  1. Select the table's tab.

  2. Click Delete table on the right.

  3. Confirm in the dialog.

Note: Deleting a table can't be undone, and any Document ID that draws from it will no longer pull those values. Archive individual codes instead if you only want to retire some values.

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