Document Numbering and Tracking
An indication of what can be achieved using Word templates to keep a track of all documents produced within a business.
Last updated on 2018-08-19 by David Wallis.
A suite of Microsoft Word templates—for letters, faxes, press releases, memos, contracts and so on—ensure corporate style for all documents.
Automatically, every document gets stamped with a unique reference for clear identification.
Whatever name the user chooses for a document when they save it, the document always has this reference appended to the file name. Any document can be located on the network simply by its reference.
When file saving their work, a user is directed by the template to choose an appropriate network folder. This ensures that the departmental and workgroup filing system is adhered to at all times.
For documents requiring contact names and addresses, the templates link to user and workgroup address books.
The template also ensures that the reference appears in the printed document so that a printout can always be traced back to its electronic origin.
Value to Client
Automated tracking and filing of all documents:
- Unique number for every document
- Templates direct users to save to correct folders
- Controlled document filing on network
- File saving and folder choice made easy
- Saving in training needs
- Consistent corporate style ensured
- Straightforward for temps to use.
Links to Databases
DMW has worked with clients to link their Word templates to information stored in their databases. Links provide any information a template is to include in a new document to save the author having to type it.
DMW uses this in its letter template, as illustrated on the templates page. When the author saves the letter, the template updates the database with who wrote to whom on which date, and with a document number as that appearing on the Our Ref of the letter.