Understanding Naming Schemes (Admin)

Introduction

Understanding Naming Schemes in Atvero.

Introduction to Naming Schemes

In Atvero, Naming Scheme schemes are used to specify the order of the "parts" used to make up document names.

Atvero uses the defined naming schemes to check if a document name is valid before performing an action, as well as to extract information known as metadata from the name.

All Naming Schemes are defined at the Hub Level in addition to the list of values allowed for each part.

Naming Scheme

For each Naming Scheme there is a format defined for both documents and drawings. Commonly the document and drawing formatting will be the same, but can be different depending 
on the Naming Scheme.

An example of a Naming Scheme is the BS EN ISO 19650 Naming Scheme. For this Naming 
Scheme the document and drawing format is the same.
The generic format is the following:

[external project code]-[originator code]-[zone]-[level]-[type]-[role]-[number]

Each 'part' of the naming scheme represents different a metadata value about the document 
and is separated using a character, which is most commonly a dash.
When creating records, users can provide metadata values for these parts. All metadata values 
must be predefined in the project, so that the user may choose it or so it will be recognised in 
incoming document numbers.

Note - Metadata is just data that describes and gives information about other data.

In this instance, the metadata extracted from a document number can tell the user information about the document or drawing itself. For example, if there is a zone part included in the naming scheme, then the user will be able to see what zone the document applies to just by looking at the document number.

Metadata can also be used for filtering to find documents more easily.

Example Naming Scheme

Here is an example document number that follows the BS EN ISO 19650 Naming Scheme:

AtveroTestSite-ATV-ZZ-XX-DR-A-000001

In the above example:

• AtveroTestSite - is the external project code (defned during project provisioning)
• ATV - is the originator code (defned during project provisioning)
• ZZ - is the chosen Zone - i.e. All Zones
• XX - is the chosen Level - i.e. No Level Applicable
• DR - is the type - i.e. Drawing
• A - is the role - i.e. In this instance meaning Architect
• 000001 - is the number 

Note - There may be instances where you are uploading a record with a document name that contains an 
unrecognised part. Similarly, you may wish to create a record, but the value you need for a specific 
metadata value is not listed.

To proceed, the missing metadata value will needed to be added to the project. Contact a 
member of the Atvero team for help with adding a new value using the link below: 

Submit a request – Atvero (zendesk.com)

Project Naming Schemes

• When you provision a site the project owner will choose a Naming Scheme from those defined in the Hubsite.
• The Naming Scheme is then copied from the Hubsite to the Project NamingSchemes list and 
  set to be the Default Naming Scheme, as well as all the standard naming scheme part values 
  which are defined in the Hubsite will be copied in.
• You can have other Naming Schemes defined as non-default. This allows other naming schemes 
  to be applied, perhaps to incoming files, to allow automatic extraction of metadata.
• To learn how to have multiple naming schemes to a project follow the guide below.
• To add a new naming scheme to you hubsite, please contact a member of the Atvero Team 
  using the contact form: Submit a request – Atvero (zendesk.com)

Document Numbers

• Every document number in a project must be unique, but what defines uniqueness might be different 
  depending on the Naming Scheme.
• For example, for the BS EN ISO 19650 Naming Scheme the only 'part' of the document number 
  that must be unique is the final three 'parts'.

[external project code]-[originator code]-[zone]-[level]-[type]-[role]-[number]

This means that the follow document numbers are unique:

AtveroTestSite-ATV-ZZ-XX-DR-A-000001

AtveroTestSite-ATV-ZZ-XX-DR-A-000002

AtveroTestSite-ATV-ZZ-XX-LTR-A-000001

AtveroTestSite-ATV-ZZ-XX-LTR-B-000001

This is because only the last three 'parts' define the document number's uniqueness.

• For a different naming scheme with the same 'parts' in the same order the uniqueness might be 
  determined instead by all the 'parts'.

For example:
AtveroTestSite-ATV-ZZ-XX-DR-A-000001

AtveroTestSite-ATV-ZZ-XX-DR-A-000002

AtveroTestSite-ATV-01-02-DR-A-000001

AtveroTestSite-ATV-01-02-DR-A-000002

• In this Naming Scheme, it's possible to have multiple documents with the ending DR-A-000001, 
  but in the BS EN ISO 19650 it is not.

Finish

You now know all there is to know about Naming Schemes in Atvero!

Navigate to Project Manager

In the hubsite homepage, click the Project Manager tab.

Select the Project

In the Projects view, hover over the row of the Project form you wish to manage the naming schemes for and click the grey circle to open up the project provisioning panel. You can use the Filters panel to find your projects more easily.

Manage Naming Schemes

In the project provisioning page, click the Manage Naming Schemes text.

Naming Scheme Preferences

In this panel you can add and set your projects naming schemes. Each project must have a default scheme, but you can select additional schemes to be used for validation and metadata extraction when uploading Internal or Received documents.

Save Changes

When you have made your preference changes, click the Update button to save.

The project may require provisioning for updates to take effect.

Finish

You have now successfully updated your project Naming Scheme preferences!