Overview of conventions for choosing the correct reference depending on the respective context.

Table of Contents

• Document Naming Principles
• References
  • Group References [New]
  • Project / Ticket References
  • Publication Section References
  • Business References
• Document Names
• Language
• Version
• More Examples
• Related Articles

Document Naming Principles¶

All Nexedi documents should be named according to the following principle:

• First of all, a Reference which represents the project, the group or the publication section (ex. P-BAOBAB) which a document is related to
• Then a Document Name (ex. Design.Document) which represents a document name or title
• Then a Version¶ number (ex. 001)
• Then a Language¶ (ex. en)
• And at the end an extension in relation with the MIME type (ex. .odt)

Examples:

This naming convention only applies to documents stored as files on desktop PC, emails, etc.

Documents stored in ERP5 document management system should only keep the initial part of the name and let ERP5 manage the version, language and MIME type.

Example:

References¶

Associating appropriate references to ERP5 documents is required to implement document naming in a useful way. With an appropriate naming convention, it becomes possible for a document to reference an ERP5 document in full text. For example the word INV-3762546 can be recognised as a Sales Invoice and associated automaticaly to create relations between an email and an invoice in ERP5.

We distinguish 3 kinds of references:

• References¶ of project / ticket for document follow-up. This is the primary approach for document naming in Nexedi.
• References¶ of publication sections for document publication without follow-up. This is the primary approach for naming marketing documents (ex. ERP5 solutions related marketing) and topic-based knowledge sharing (ex. high performance topic, python language topic)
• References¶ of business documents. Conventions are introduced here to distinguish different types of documents (ex. invoices, orders, etc.) and allow the creation of links between text and objects within ERP5.

Group References [New]¶

Group references use upper case and use the reference value of  the appropriate category. There is no suffix. The reference values are defined once at category configuration time. It is therefore essential to review categories of Nexedi ERP5.

Example:

Project / Ticket References¶

References¶ should be named according to the following principle:

• A Suffix letter in uppercase (ex. P for project)
• tnen a hyphen,
• followed by a sequence of letters in upper case (ex. BAOBAB)

Suffix letters are associated to portal type:

• P for Project
• S for Support Request
• O for Sales Opportunity
• C for Campaign
• M for Meeting

Project and Ticket references are entered by the user and, if possible, validated by workflow to guarantee unicity.

Example:

Publication Section References¶

References¶ of publication sections are derived from their short title and should map to the publication section tree. They should use small caps with hyphens to separate words.  Besides the use of small caps and the requirement for uniqueness of a reference accross all publication sections, no other convention exists. With this naming convention, it is possible to create beautiful permanent URLs for public marketing documents such as Web Pages of erp5.com web site.

Publication Section references are configured once at category configuration time.

Example:

Business References¶

Some business documents used commonly at Nexedi can benefit from a better naming of their reference. Such documents are often referenced in mails, emails, conversations, etc. They include invoices, purchase orders, sales orders, etc. The naming convention for such references is based on 2 letters followed by a sequence of numbers combined if necessary with a date.

Business References¶ are generated automatically.

Example:

Document Names¶

Document names use upper and lower case letters. Spaces are replaced by dots (.).

In order to reduce the risk of reference conflict and make a difference between collaborative and non collaborative document types, we suggest to use:

• [DEPRECATED] lower case for text based collaborative documents such as Web Page (ex. first.meeting)
• include the word px as a suffix of Image documents (ex. Thalys.Head.px)
• used mixed case for other types of documents (ex. Design.Document)

Example:

Language¶

Language always uses lower case and only 2 letters (ie.: en, pt, fr) and it must respect international standard.

Version¶

Version¶ number uses 3 digits (0 to 9) only (NO letters, dots or commas) and it should be increased in 1. (ie.: 001, 002, 003 ...)

More Examples¶

ERP5 documentation presentations:

develop-HR-001-en.odp
develop-CRM-001-en.odp
consult-Implementation-001-en.odp

Sales offer documents:

O-SAFI-Memoire.Technique-001-en.odt
O-SAFI-Offre.Financiere-001-en.odt

Project documents:

P-TSXX-DSD-256-en.odt
P-TSXX-Status.Report.Alex.2006.12.22-001-en.odt

Nexedi corporate documents

NXD-Rapport.Actionnaires.2008-001-fr.odt
TLV-Executive.Presentatoin-002-en.odt (as long as TLV is the reference of TioLive group)

Related Articles¶

• Document Naming Conventions