Create Item IDs Using Conditions

In many organizations, purchase requests need to be tracked with clear identifiers that reflect both the department raising the request and the project it belongs to. Using conditional Item IDs in UltimateForms, each department can follow its own numbering sequence while also incorporating project information into the ID.

Instructions

Step 1: Prepare your library or list

• Add a Choice column named Department with values: HR, IT, Finance.
• Add a Single line of text column named Project Name.
• Add a Single line of text column named Auto ID.

Step 2: Open Item IDs designer

• Go to Design → Business Logic → Item IDs.
• Click + Add New Profile.

Step 3: Configure profile for HR requests

• Target column: Auto ID.
• Pattern: PR-HR-[Project Name]-[#|1000|4]
• Condition: Department = HR.

Example output:

• PR-HR-Onboarding-1000
• PR-HR-Onboarding-1001

Step 4: Configure profile for IT requests

• Add another profile for the same column.
• Pattern: PR-IT-[Project Name]-[#|2000|4]
• Condition: Department = IT.

Example output:

• PR-IT-Migration-2000
• PR-IT-Migration-2001

Step 5: Configure profile for Finance requests

• Add another profile.
• Pattern: PR-FIN-[Project Name]-[#|3000|4]
• Condition: Department = Finance.

Example output:

• PR-FIN-Budget2025-3000
• PR-FIN-Budget2025-3001

Step 6: Save & test

• Save all profiles.
• Create purchase requests under different departments and projects.
• Verify that IDs reflect both the department and the project name, with separate numbering sequences.

Summary

By combining conditions with column values, you can build clear, business-ready IDs. In this example, purchase requests are automatically labeled with the department, project name, and a unique sequence, resulting in IDs like:

• PR-HR-Onboarding-1000
• PR-IT-Migration-2000
• PR-FIN-Budget2025-3000

This ensures that every department’s requests are tracked independently, while still providing visibility into which project the request belongs to.