Define document number (ID) policy

The feature described in this Help topic is available only if any of the following versions of both Office SharePoint Server 2007 and Microsoft Office Enterprise 2007 are installed: Chinese (Traditional), Chinese (Simplified), Japanese, or Korean.

  1. Click the Site Action tab on the top right side of the Site page where Group Approval is installed. If the tab is not shown, make sure that you are logged in as administrator.

  2. Click Site Settings to go to the Site Settings page. You may have to click Site Settings and Modify All Site Settings again according to the templates applied to sites.

  3. To go to the My approval page, in the Group Approval Administration, click My Approval.

  4. On the taskbar on the top of the screen, click Settings, and then click Modify Policy Settings.

  5. In the Labels area, specify the settings as you want.

    • Enable Labels      To use Group Approval, this option should be selected. Group Approval selects on this option by default.

    • Prompt users to insert a label before saving or printing      If this option is selected, the user is asked to add a document number label when the user creates and saves a document without one.

    • Prevent changes to labels after they are added      To use Group Approval, this option must be cleared. If this option is selected, label values cannot be automatically assigned when the approval process starts.

    • Label Format      Define the content of the document number. When arranging document numbers, make sure that every document number is unique. Default label format is {company name}-{department code}-{submitted year}-{sequence number}. The default label format or available reserved fields vary depending on the language. You can add a new column and use it as a field as needed. Available reserved fields are as follows:

{Company Name}

The name of the upper most organization in the organization chart is entered.

{Organization Code}

The organization code that was entered during the creation of organization is entered.

{Submitted Year}

The year when the submitter began the approval process is entered.

{Sequence Number}

The automatically assigned serial number is entered. Serial numbers are assigned by organization. Therefore, to assign the unique number to each document, this field must be included with {Organization Code} or {Organization}.


The name that was entered during the creation of organization is entered.

  • Appearance      Specify the format in which the label is represented in the document.

  • Label Size      Specify the size of the label.

  • Preview      Preview the appearance of the specified label in the actual document. To update the preview, save the settings, and then click Refresh.

  • Click OK to apply the changes. To cancel the changes, click Cancel. If you click Delete, all the document retention policy is removed, and Group Approval may malfunction.

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