Auto Number Field
Updated
The Auto-Number field type is used to automatically generate unique, sequential values for a field in an entity record. This is useful in scenarios where a system-generated identifier is required, such as Order Numbers, Invoice IDs, or Account Numbers.
Auto-numbering ensures consistency, removes manual entry errors, and helps enforce a standardized pattern across records.
Purpose
Auto-Number fields are ideal when you need:
A unique, incremental identifier for each record.
A consistent format for record tracking (e.g., ORD-00123, INV-00045).
Readable record references for reporting, exporting, or user communication.
This field type is typically non-editable by end users and is system-generated based on predefined rules.
Field Configuration Options
Auto-Number fields can be configured under multiple sections within the Field Configuration window:
General Configuration
Field | Description |
Field Name | The label that appears on the UI for this field. Example: Order ID |
API Reference ID | A unique identifier for referencing the field in configurations or integrations. |
Help Text | Descriptive text displayed as a tooltip to explain the purpose of this field to users. |
Auto Number Type Configuration
The Auto-Number type defines the format and sequence for number generation. Currently supported type:
String Prefix Number
Field | Description |
Prefix | A text prefix (e.g., ORD, INV) that appears before the number. |
Minimum Number of Digits | Controls the minimum length of the numeric part. Numbers are padded with leading zeroes. |
Starting Number | The number from which the auto-numbering should begin. |
Preview Section
A real-time Preview displays three example values based on your configuration to help you validate the format.
Example:
ORD-01000
ORD-01001
ORD-01002
Additional Options
These options enhance field functionality and control how the auto-number field behaves in records:
Option | Description |
Generate Auto-Number for Existing Records | If enabled, Auto Number is assigned in order of creation date, with the oldest record receiving the starting number. |
Enable Sorting | Enable this option to allow sorting records in record manager using the values on this field. |
Enable Searching | Enable this option to allow search on records using the values of this field. If not enabled, entity records are by default searchable using the ‘name’ field. |
Note: Once the field is created, Prefix, Minimum Number of Digits, and Starting Number become non-editable. Only Sorting and Searching options can be updated post-creation.
Best Practices
Choose a prefix that clearly represents the entity or use case (e.g., ORD for orders).
Set a starting number based on existing business processes (e.g., continuing from a legacy system).
Always preview the number format before saving the configuration.
Avoid editing the field post-creation unless necessary; it is recommended to create a new auto-number field instead of modifying an existing one.
Example Use Case
Scenario: A business wants to generate Order Numbers for each new order placed.
Configuration:
Field Name: Order Number
Prefix: ORD
Minimum Digits: 5
Starting Number: 1000
Output Examples:
ORD-01000
ORD-01001
ORD-01002
This ensures each new order gets a unique, standardized identifier that users can easily reference.