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Creating a Simple Custom ID Schema (O365)

The Item ID settings allows a custom ID to be auto generated upon the created of each new list or library record. Using dynamic patterns, you can create more meaningful IDs than the standard SharePoint ID field.

Instructions

To get started, it's advisable to create a new column in your list or library. Since the "ID" column is a default for all lists and libraries, you'll need to name it something slightly different. The column should be set up as plain text.

Click the Ultimate Forms Design link in the menu bar to open the Ultimate Forms home.

Click the Item IDs link in the Business Logic to start working with the ID feature. When the window opens, Click the + Add new profile link to start a new schema.

In the Column field, click the drop-down and select the column where you want to add the ID value.

Select the On New check box to create an ID for all new records. Typically, you will deselect the Edit Item option - this would change ID numbers whenever you edited records, which would mess things up badly! Likewise, you typically want to select the Prevent Manual Editing option - you don't want to give people the ability to change ID numbers under normal circumstances.

Click into the Pattern field to open the pattern builder. In the example, we're using a very simple pattern - "ID #[#]." The second number symbol enclosed in brackets is a numerator function - that is, it will increase the value by 1 for every new record.

There are a number of different functions for time, date, and other file information. You can also use dynamic information from the list itself, as shown in the Columns section. So, if you wanted your ID to include the file creator's name and week and day of creation, you could build the pattern " [Created By] $WeekNumber() $Weekday()" simply by choosing from the menus.

When you're done building your pattern, click Save to close the pattern dialog.

You also have the ability to create conditions for your IDs - we'll go into that in another tutorial.

When you've made all your changes, click Save - your new ID schema will be shown in the list.

Now, when new items are added into the list, the ID field populates as expected.

Last modified: 3/7/2020 12:12 AM
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