Can I customize project numbers in Project Insight?

Yes. Project Insight allows system administrators to customize how project numbers are created, including the starting number, number length, prefix, suffix, and advanced dynamic numbering using Project Insight Markup Language, also called PIML.

Advanced item numbering helps teams create more consistent project identifiers so projects are easier to track, search, report on, and reference across departments.

Best for: System administrators, workspace administrators, PMO leaders, and operations teams that need project numbers to follow a specific internal format, accounting structure, client structure, or governance process.

What is advanced item numbering in Project Insight?

Advanced item numbering controls how Project Insight assigns numbers to newly created items, such as projects.

By default, a brand-new Project Insight workspace starts numbering items at 1. For example, the first project may be Project 1, the second may be Project 2, and so on.

Advanced numbering lets administrators change that default behavior. You can configure:

• The initial item number
• The current item number
• The number of digits shown
• A prefix before the number
• A suffix after the number
• Advanced dynamic values using PIML
• Optional name prefixes or suffixes

Project Insight does this by giving administrators control over the numbering rules that are applied when a new project or item is created.

Where do I find advanced project numbering settings?

Advanced project numbering is configured from the System Admin Configuration area.

From the advanced options for project numbering, administrators can adjust the numbering structure used for new projects in the workspace.

The options include:

How does the item number initial value work?

The item number initial value controls the minimum number Project Insight will use when assigning new item numbers.

For example, if your workspace is brand new and the initial value is set to 1, the first project will start at 1.

If you want project numbers to begin at 10,000, you can set the initial value to 10000. The first new project will then start at 10000 or higher, depending on the current number already used in the workspace.

What happens if the current number is already higher than the initial value?

If the workspace already has a higher current number, Project Insight will continue from the higher number.

For example:

If the current number is already 1857 and you set the initial value to 1000, the next project will not go backward to 1000. It will continue from the current number sequence.

In short: The item number initial value only moves numbering up when it is higher than the current workspace number. It does not automatically reset numbering downward.

Can I change the current project number?

Yes. Administrators can change the current number by selecting the Change option next to the current number.

This lets you manually adjust the number sequence up or down.

However, lowering the current number can create duplicate numbers if those numbers have already been used.

For example, if your current project number is 1857 and you change the current number down to 1000, the next project may be assigned 1000 even though earlier projects already exist in the workspace.

Should I ever lower the current number?

Usually, no. Lowering the current number is not recommended because it can create duplicate project numbers.

In most cases, administrators should only increase the current number or initial value.

For example, if your current number is 1857 and you want future projects to start around 10000, you can either:

• Set the item number initial value to 10000
• Change the current number to 10000

Either approach can move the numbering sequence forward.

In short: Moving the number sequence up is usually safe. Moving it down can create duplicate project numbers and should be avoided unless you fully understand the existing numbering history.

What does item numbering digits mean?

The item numbering digits setting controls how many digits appear in the item number.

For example, if you want project numbers to always appear as five digits, you can set item numbering digits to 5.

Then Project Insight will display numbers with leading zeros:

This is helpful when teams need consistent number formatting for reporting, sorting, integrations, or internal naming standards.

Can I add a prefix to project numbers?

Yes. The prefix field adds text or characters before the item number.

For example, if your prefix is:

PL-

And the next project number is:

1857

The project number will appear as:

PL-1857

Prefixes are useful when you want project numbers to identify a department, project type, client type, or internal work category.

Examples include:

Do prefixes and suffixes automatically include spaces or dashes?

No. Prefixes and suffixes do not automatically add spaces, dashes, or separators.

Every character entered in the prefix or suffix field is used literally.

For example:

If you want a dash between the prefix and the number, include the dash in the prefix field.

Recommended format:

PL-

Not:

PL

Can I add a suffix to project numbers?

Yes. The suffix field adds text or characters after the item number.

For example, if the project number is:

1857

And the suffix is:

-DEV

The project number will appear as:

1857-DEV

Suffixes can be used to identify project categories, business units, environments, departments, or other internal classifications.

Examples include:

Can Project Insight create dynamic project numbers?

Yes. Project Insight can support more advanced dynamic numbering using Project Insight Markup Language, also called PIML.

PIML can be used in the prefix or suffix fields to dynamically source data from the project itself.

For example, advanced numbering may include values such as:

• Project start date
• Dollar value
• Client information
• Other project-specific data

This is a more advanced capability and is not usually needed for basic numbering structures.

Project Insight does this by allowing administrators to reference project data inside the numbering format, which can help organizations create more meaningful identifiers for complex reporting or governance needs.

In short: Most teams use simple prefixes, suffixes, and number formatting. Teams with more complex numbering requirements can contact Project Insight support or their Customer Success representative for help with PIML-based numbering.

What are item name prefixes and suffixes?

Item name prefixes and suffixes are different from item number prefixes and suffixes.

Item number prefixes and suffixes change the project number.

Item name prefixes and suffixes change the project name when the item is created.

For example, if you set an item name suffix of:

- Dev

And create a project named:

Website Redesign

The project name may be created as:

Website Redesign - Dev

This is used only in rare situations where every new project or item should automatically include specific text in its name.

Do item name prefixes and suffixes update existing projects?

No. Item name prefixes and suffixes are applied only when the item is created.

They do not update existing project names.

They also do not continue updating a project name after the project has already been created.

In short: Name prefixes and suffixes are creation-only rules. They help standardize new item names, but they do not retroactively change existing names.

What are common mistakes when configuring advanced item numbering?

Setting the current number lower than existing project numbers.

This can create duplicate project numbers. In most cases, avoid lowering the current number.

Forgetting to include a dash or space in the prefix or suffix.

Project Insight uses the exact characters entered. If you enter PL instead of PL-, the number may appear as PL1857 instead of PL-1857.

Assuming the initial value resets the current number.

The initial value does not automatically reset numbering downward if the workspace already has a higher current number.

Using PIML without support.

PIML is powerful, but it is more advanced. If your team needs dynamic numbering based on project data, contact Project Insight support or your Customer Success representative.

Confusing item number settings with item name settings.

Number prefixes and suffixes affect the item number. Name prefixes and suffixes affect the item name at the time the item is created.

What is the recommended way to set up project numbering?

For most teams, the safest approach is:

1. Decide what number range future projects should use.
2. Check the current number in the workspace.
3. Set the initial value or current number higher than the existing current number.
4. Choose the number of digits if a consistent format is needed.
5. Add a prefix or suffix only if it supports your reporting or governance process.
6. Include dashes or spaces exactly as you want them to appear.
7. Avoid lowering the current number unless you are certain it will not create duplicates.

Example recommended setup:

Why does advanced item numbering matter?

Advanced item numbering helps teams keep project records organized as the number of projects, departments, clients, or workflows grows.

Project Insight does this by turning project numbers into structured identifiers that can support:

• Cleaner project tracking
• Easier searching
• More consistent reporting
• Better governance
• Clearer project references across teams
• More reliable project administration

Instead of relying on manual naming habits, administrators can create a numbering structure that is applied consistently when new projects are created.

Can advanced numbering be used for other items in Project Insight?

Yes. Advanced item numbering can also apply to other Project Insight item types, such as issues, programs, tasks, portfolios, and other workspace records, depending on how your workspace is configured. The same basic rules apply: administrators can control the starting number, current number, number of digits, prefix, suffix, and, in more advanced cases, dynamic values using Project Insight Markup Language, also called PIML. This helps teams create consistent identifiers across different types of work so items are easier to search, reference, organize, and report on across the workspace. If your team needs help setting up numbering rules for a specific item type, contact Project Insight support or visit projectinsight.com/support.

Related questions.

Can I use different numbering formats for different item types?

Project Insight may allow advanced numbering to be configured for different item types depending on your workspace settings. Check the System Admin Configuration area or contact Project Insight support for help with your specific setup.

Can I use client names or project data in a project number?

Yes, more advanced dynamic numbering may be possible using PIML. This should be configured carefully with help from Project Insight support or your Customer Success representative.

Will changing numbering settings update old projects?

No. These settings typically affect new items created after the settings are changed. Existing project numbers and names are not automatically updated.

Can advanced item numbering help with reporting?

Yes. Consistent project numbering can make it easier to search, group, reference, and report on projects across the workspace.

Who should configure advanced item numbering?

Advanced item numbering should usually be configured by a system administrator or workspace administrator who understands the organization’s project numbering rules.

Need help with advanced numbering?

If your team needs a more sophisticated numbering structure, including dynamic numbering with PIML, contact Project Insight support or your Customer Success representative.

They can help you create a numbering format that supports your workspace structure, reporting needs, and internal project governance process.