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Configuring References and Chronos

Introduction​

Each file or document in Avanteam has a unique reference (e.g., NC-2024-00125). This reference is automatically generated using counters called Chronos. The administrator can intervene on these counters to reset them at the beginning of the year or correct a sequence.

Prerequisites​

Prerequisites
  • System Administrator rights
  • Understanding of your organization's file numbering format
  • Knowledge of the impacts of modifying chronos on existing references

Tool Access​

Access Path: Menu Admin Tools > Chronos

Direct URL: AdminTools/AdminChrono.aspx

Management Interface​

Chronos Management

The table displays the list of all active counters with the following columns:

ColumnDescriptionExample
ApplicationName of the concerned module or solutionQuality Manager, GED, RH
Chrono KeyUnique technical identifier of the counterReference_NonConformite_2024
ValueThe last number assigned125 (the next will be 126)

Understanding the Operation​

Numbering Mechanism​

The chrono stores the last used number. When creating a new file:

  1. The system reads the current chrono value
  2. Increments this value by 1
  3. Generates the complete reference according to the defined format
  4. Updates the chrono with the new value

Example:

  • Current chrono value: 125
  • Creating a new file
  • Generated reference: NC-2024-00126
  • New chrono value: 126

Reference Format​

The reference format is defined during design in Process Studio and can include:

  • Fixed prefix: NC-, DOC-, RH-
  • Year: 2024, 24
  • Counter: 00001, 0001
  • Suffix: -A, -DRAFT

Procedure: Reset a Chrono at Year Beginning​

To restart numbering at 1 at the beginning of the year (if your format includes the year, e.g., 2025-0001):

  1. Identify the corresponding chrono line in the table
  2. Click the Edit icon on the relevant line
  3. In the Value field, enter 0
  4. Click Save

Expected Result: The next file created will bear number 1, generating a reference like NC-2025-0001.

Tip

Perform this operation at the beginning of the year after creating at least one test file to verify the correct format of the new reference.

Procedure: Correct a Chrono after Deletion​

If files have been deleted and you want to resume numbering from a certain number:

  1. Determine the last valid number used (e.g., 120)
  2. Identify the concerned chrono in the table
  3. Click the Edit icon
  4. Enter the value of the last valid number (e.g., 120)
  5. Save

Expected Result: The next file will be numbered 121.

Procedure: View Chronos History​

To check the current values of all chronos:

  1. Go to Admin Tools > Chronos
  2. View the complete table
  3. Use your browser's search function (Ctrl+F) to filter by application

Expected Result: Overview of all active counters and their current values.

Warnings and Precautions​

Warning - Duplicate Risk

Modifying a chrono downward can lead to duplicate references (two files with the same number), which can:

  • Block the creation of new forms
  • Create conflicts in the database
  • Disrupt integrations and exports

Golden Rule: Never decrease a chrono value unless you are certain that no file exists with the numbers you will reuse.

Danger - Irreversible Action

Modifying a chrono affects all files created after this modification. Make sure to:

  • Backup the current value before modification
  • Verify that no creation process is in progress
  • Test on a staging environment if possible

Best Practices​

Annual Reset​

If your reference format includes the year:

  • Plan the reset at the beginning of the year (January 1st or first business day)
  • Document the procedure for the administration team
  • Create a test file to verify the new format

Environment Management​

  • Production: Modify only in case of absolute necessity
  • Staging: Test chrono changes before production deployment
  • Development: Free to modify for testing

Monitoring​

  • Regularly check chrono values (monthly or quarterly)
  • Anticipate numbering limits (e.g., 4-digit format = max 9999)
  • Document modifications made (date, reason, old/new value)

Common Use Cases​

Annual Reset with Year in Reference​

Format: NC-YYYY-XXXX (e.g., NC-2025-0001)

Action: Reset to 0 on January 1st of each year

Continuous Numbering Without Year​

Format: DOC-XXXXXX (e.g., DOC-012345)

Action: Never reset, let the counter grow indefinitely

Correction After Data Migration​

Situation: After data import, the chrono must be adjusted to the last imported number

Action: Set the chrono value to the highest imported number

Separation by Site or Department​

Format: NC-SITE-XXXX (e.g., NC-PAR-0125 for Paris)

Action: A distinct chrono per site, managed independently

Troubleshooting​

Problem: Duplicate References​

Symptom: Two files have the same reference

Cause: The chrono was incorrectly decreased or reset

Solution:

  1. Identify the highest existing reference number
  2. Adjust the chrono to this value
  3. Contact technical support if duplicates cause errors

Problem: Number Jumps​

Symptom: Numbering jumps from 100 to 150 without reason

Cause: Files were created then deleted, or the chrono was manually modified

Solution: Normal and without impact. Missing numbers do not pose functional problems.

Problem: Incorrect Reference Format​

Symptom: The generated format does not match the expected one

Cause: The reference format is defined in Process Studio, not in chronos

Solution: Contact the design team to modify the format in Process Studio

Last updated: 2026-01-14 | Concerned APS version: 23.0+