Sequence number

You can use the Sequence number field when you want to add a recurring serial or sequence number to each item in your process as well as in your dataform. In a process, you can generate the sequence number at a particular workflow step whereas in a dataform the sequence number is generated on submitting the form.

Settings

1. Under Format, select how many digits you want to use as the sequence number starts. 
2. In Prefix, enter what you want to be shown before the number. In this example, by using the formula concatenate(_created_by.Department,"-"), the first number will be Marketing - 001 assuming the user who has created this item belongs to the Marketing department. 
3. Under, At what step should the sequence number be generated?, choose the moment in the workflow when the sequence number is generated. 

Note:

In a dataform, a sequence number is generated only on form submission.

Notes

While adding functions in the Prefix, the data type should be Text and not any other field type such as Date or User. Learn how to convert other fields to text fields. 

Sequence numbers can not be generated when an item is in a draft state. It must be submitted into the workflow to be assigned a sequence number. Therefore, the field may look empty to the initial user. They will need to check the item after it has been submitted to determine the sequence number.

The sequence number will appear blank during simulation and only functions in the live form.

Workflow steps and parallel branches with conditions cannot be chosen as a starting point for a sequence number because there is a chance they will be skipped, and no sequence number will be generated. 

Process settings

There are additional settings for sequence numbers. On the process home page, click Manage > Settings and then Sequence numbers.

Here you’ll see all the configured sequence numbers for this process. 

• Total sequence number displays the active prefixes for your sequence number field.
• The Prefix shows the prefix you configured in the form. If you use a dynamic field such as Department, it will show you the different numbers generated for different departments. 
• The Current number displays the number of current requests for each prefix. 

To reset a prefix, click Reset on that particular prefix row. Then enter the number and click Reset. When a new request is raised in that department, the sequence number will start from that number.

Reset a particular sequence number

To delete a prefix, click Reset on that particular prefix row. This will erase the ongoing sequence number. When a new item is initiated in that department, by default the sequence number will start from 1 .

Reset all sequence numbers

You can delete all the active prefixes by clicking on Reset all.

By clicking on Reset all, you’ll be asked for the number to reset with. When a new item is initiated the sequence number will start with the entered number.