Create Document IDs with Date Prefix

Instructions

Step 1: Create an Auto ID column in a library

• Go to your document library (not a regular list).
• Add a new Single line of text column named Auto ID.

Step 2: Open Item IDs designer

• Click Design in the top menu.
• Navigate to Business Logic → Item IDs.
• Click + Add New Profile.

Step 3: Configure profile settings

• Select Auto ID as the target column.
• Check On New to generate IDs when documents are added.
• Uncheck Edit Item to prevent regenerating IDs when a document is modified.
• Check Prevent Manual Editing to block manual changes.

Step 4: Define the pattern (with date functions from Created)

Use the following pattern in the Pattern field:

DOC-$Year([Created])-$Month([Created])-[#|100|3]

How this pattern works:

• DOC- — static prefix.
• $Year([Created]) — inserts the four-digit year from the document’s Created date (e.g., 2025).
• $Month([Created]) — inserts the month number from Created (e.g., 9).
• # — sequential counter.
• 100 — seed value (starting number for the counter).
• 3 — digit length for the counter.

Examples (for a file created in September 2025):

• DOC-2025-9-100
• DOC-2025-9-101
• DOC-2025-9-102

Tips:

• To base the date on another column (e.g., a custom Document Date), replace [Created] with that column:
  DOC-$Year([Document Date])-$Month([Document Date])-[#|100|3]
• Keep the exact syntax with the dollar sign $, the function name, and the column name in square brackets.

Step 5: Save & test

• Save the profile.
• Upload a document into the library.
• The Auto ID column will auto-generate according to your settings.