Using project code names or numbers is a practical way to manage multiple projects, streamline admin tasks and maintain project confidentiality. Code names can help reduce unnecessary snooping by removing context, especially when contractors or employees have access to shared company drives. Additionally, they’re useful when working in public (though if something is highly confidential, working on it publicly should be avoided).
With Notion, you can easily create a project name generator using a formula. This makes it simple to assign and maintain consistent project codes across your system.
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How to set up a Project Name Generator in Notion
Add a Created Date/Time Property
Add a Created Date/Time property (“Created”) to your database. This will serve as a unique identifier for when the project was added.
Add a Formula Property
Create a new formula property to generate the project code.
For this example, I’ve added the acronym “GMJC-” at the beginning of the generated code as an example.
“GMJC-” + format(timestamp(Created))
Get your Project Name
A new ID will be created every time a new database entry is created. Hover over the property to click the clipboard icon to copy-paste the code where you need it. For the overall project name I use the full code and minus the four 0’s at the end of the code
How to use project codes
Once generated, you can use these project codes across:
Documentation: Assign project codes to all related documents.
File Names: Include project codes in filenames for easy organisation and searchability.
References: Use codes in meeting notes, task trackers, or communication logs.
Emails: Add the project code to email subject lines for clarity and tracking.
By implementing a system like this, you can keep your projects organised and maintain a professional, streamlined workflow.
