Document Number Generation in SharePoint

11/11/2020
Applies To: Number Generator
Environments: SharePoint 2013 Foundation, SharePoint 2013 Server, SharePoint 2016, SharePoint 2019

Vitextra Number Generator makes it possible to automatically generate numbers or names in the SharePoint document library or list.

📝 Note
Number Generator supports specific column types such as ID, Lookup as well as custom types.

Precondition

To set up and use formulas, make sure the Vitextra: Number Generator feature activated on the site collection.

Go to Site Settings and click Site collection feature:

Site settings

Site settings

Scroll down to the feature and select Activate if it is not activated yet:

Number Generator site collection feature

Number Generator site collection feature

Numbering Schemes

Column value generation managed by Numbering Schemes defined on list/library level.
Go to list or library settings where you need to apply column auto-population and select Number Generator under General Settings heading:

SharePoint Library settings

SharePoint Library settings

Use this list to manage numbering schemes for the list. Click New Item button to create a new numbering scheme.

SharePoint Library settings

SharePoint Library settings

The numbering scheme form contains the following fields:

  • Name
  • Content Type
  • Field
  • Formula
  • Regenerate

Numbering scheme form

Numbering scheme form

📝 Note
Content type field greyed out in case of content types disabled for the list or document library.

Formula Format

The numbering formula supports three types of data:

  • Text
  • Column
  • Sequence

To reference Column wrap its display or internal name in square brackets:

[Column Name]

To reference Sequence wrap name of the sequence with leading "!" symbol in square brackets:

[!Sequence Name]

All other text in the formula appears as it is in the result.

Sample formula:

ID: [ID]. Created at [Created:MM/dd/yyyy]

Result of the formula above for item created at 4/12/2020 with ID = 1:

ID: 1. Created at 4/12/2000

Samples

For demo purpose, there is a document library that contains custom fields listed below:

  • Product. Single line of text
  • Status. Choice
  • Publish Date. Date and Time
  • Number. Single line of text

Sample formulas will be used to populate Number column in the document library.

Sample #1. Populate column with ID field

The formula of the numbering scheme to populate column with ID field:

[ID]

Result in the document library:

Sample #1. Result

Sample #1. Result

You can combine many fields to populate column value:

[ID].[Status]

Sample #1. Result

Sample #1. Result

Sample #2. Format Numeric Field

Number Generator supports formatting. To define the field's format, specify it after the colon: [Field:Format]. Supported format specifier:

Format Specifier Name Description
0 Zero Placeholder Replaces the zero with the corresponding digit if one is present; otherwise, zero appears in the result string.
# Digit placeholder Replaces the "#" symbol with the corresponding digit if one is present; otherwise, no digit appears in the result string.
. Decimal point Determines the location of the decimal separator in the result string.
, Group separator Inserts a localized group separator character between each group.

💡 Tip
See Custom numeric format strings article for more details about the numeric format.

Format column with repeated ID field in different formats:

[ID:0000] - [ID:####] - [ID:##00]

Sample #2. Result

Sample #2. Result

Sample #3. Format Date Field

You can use the same approach for date column formatting.

Format date column (Publish Date), different formats:

[Publish_x0020_Date:MM/dd/yyyy] - [Publish_x0020_Date:yy-MM-dd-HH-mm-ss]

Sample #3. Result

Sample #3. Result

💡 Tip
See Custom date and time format strings article for more details about date format.

Sample #4. Reference Sequence

Number Generator supports cross-site sequences to generate unique numbers. To reference a sequence in a formula, use its name with a leading !:

[!ManualSequence]

Sample #4. Result

Sample #4. Result

Sample #5. Use System Fields

Number Generator allows you to populate column with system fields' values. Some of the system fields presented in the table below:

Field Description Examples
File_x0020_Type Extension of the file docx, pdf
UniqueId Unique identifier of the item 95fed722-c225-4f02-8c8d-7b0515e0777f
FileSizeDisplay Size of the file 616311
ContentVersion Version of content of the file 2
_UIVersionString Version of the item 15.0
Author Users who created the item John Harrison
Editor User who last modified the item Henry McDavid
[Author].[Created:yyyy] v.[_UIVersionString]

Sample #5. Result

Sample #5. Result

See Also

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