Reference numbers
Every record in mizuiro gets a unique reference number the moment it’s created. A task
might be TSK-12MAY26-0042. An incident might be INC-03JUN26-0017. A performance
review might be PRV-01SEP26-0003.
The number is permanent. It never changes, and it’s never reused - even if the record is deleted. If you write a reference number on a sticky note today, it will point to the same record a year from now.
Reference numbers follow the same pattern everywhere:
PREFIX - DDMMMYY - SEQUENCE
The prefix tells you which module the record belongs to. The date is when the record was created. The sequence is a count of records created by your company that day.
| Prefix | Module |
|---|---|
TSK |
Tasks |
TCP |
Touchpoints |
INC |
Incidents |
PRV |
Performance reviews |
PCN |
Performance concerns |
PIP |
Performance improvement plans |
WRN |
Written warnings |
EXP |
Expenses |
KDO |
Kudos |
CNF |
Conferences |
TRN |
Training |
AWD |
Awards |
POL |
Polls |
Paste any reference number into the search bar and mizuiro jumps straight to that record
- no browsing, no filtering. This is useful when someone emails you a reference number, mentions one in a meeting, or when you’ve noted one down and need to find it again later.
Reference numbers also appear on list views, so you can scan a column of numbers and spot the one you’re looking for without opening every record.
This is where reference numbers earn their keep. mizuiro holds your records, but your critical documents - signed copies, scanned paperwork, supporting evidence, formal letters
- belong in your own filing system, under your own control.
Reference numbers give you a reliable way to link the two.
Name your folders and files the same as the reference number, and the connection is immediate:
Incidents/
INC-03JUN26-0017/
signed-statement.pdf
photos.zip
correspondence.eml
Performance/
PRV-01SEP26-0003/
signed-review.pdf
employee-acknowledgement.pdf
It doesn’t matter whether that’s a folder on a network share, a SharePoint library, a team drive, or a filing cabinet with physical folders. The reference number works the same way in every context. Someone on your team who knows the reference number can find both the mizuiro record and the associated physical or digital file without asking you where things are kept.
Put the reference number in your email subject line. When you’re following up on an incident or sending a review to HR, including the reference number makes every reply trivially easy to file and find later.
Name the folder before you create the documents. You get the reference number as soon as you save the record in mizuiro. Create the folder immediately, before you start generating paperwork, so everything ends up in the right place from the start.
Use the same number in correspondence. If an employee or a third party is involved in a matter that has a reference number, use it consistently in all written communication. It creates a paper trail that’s easy to assemble later.
Don’t worry about the date in the number. The date is when the record was created in mizuiro, which may not be the date the underlying event occurred. The number’s job is uniqueness and correlation, not chronology - the actual dates are fields on the record itself.