Create Document IDs with Date Prefix using Ultimate Forms for SharePoint

Kickstart Training

Kickstart Training Overview

List Setup and Initial Form

Form Building - Part 1

Form Building - Part 2

Form Building - Part 3

Form Building - Part 4

Form Building - Part 5

Form Building - Part 6

Form Building - Part 7

Email Alerts Setup

Getting Started

Differences Between Infowise UltimateForms for Microsoft 365 and On-premise Versions

Creating a site from a Business Solution Template

Kick Start Training

Form Designer - Make a Basic Form

Build it Now - Expense Reports

Build it Now - Form Designer

Build it Now - Approval System (Classic)

Build it Now - Charts (Classic)

Build it Now - Notification and Escalation System (Classic)

Build it Now - Process Diagram with Workflow (Classic)

Build it Now - Reservations System (Classic)

Build it Now - Timesheets (Classic)

Expense Report with One Approval (Classic)

Vacation Report with One Approval (Classic)

Actions

Smart Actions in Infowise UltimateForms for SharePoint

AND / OR Conditions

Create List Item Action

Delete Items Action

Send Email Action

Create a List/Library Action

Copy List Item Action

Create a Site Action

Manage Permissions Action

Check if field value changed

Create a history section

Actions vs Form Actions

Alerts

Working with Dates

Time and Date Functions

Build a dynamic Today field

Today field date comparisons

Form Designer

Moving, Adding and Removing Fields

Associated Items Button

Form Designer - Basic Styling

Using Grid Design to Fine-Tune Form Layout

CSS for the Modern Form Designer – a Closer Look

Create a Public Facing Form

Rules to Control Form Element Behavior – Form State

Tabs and Tab Permissions

Enabling the Display All Columns Tab (Classic)

Tab / Field Permissions (1/3) (Classic)

Tab / Field Permissions (2/3) (Classic)

Tab / Field Permissions (3/3)

General Settings (Classic)

Create a Tabbed Interface

Multiple Columns (Classic)

Fragments - Inserting Custom Diagrams in Forms (Classic)

Manual Form Layout (Classic)

Use SharePoint Group Permissions (Classic)

Views and View Customization

Color Choice as a status indicator

Add Forms to Microsoft Teams

Load a custom icon library

Validation

Validate a signature field

Advanced Column Permissions

Signature Field

Adding a Signature Approval for List Changes

Hide fields to simplify the Add form

Item IDs

Create Item IDs using a seed value

Create Document IDs with Date Prefix

Create Item IDs Using Column Values

Create Item IDs Using Conditions

Associated Items

How to Set up Associated Items

Revealing Associated List Information with Modern Form Designer

Print Formatting

Calendar Print Template

Adding Parameters to Print Template

Custom Print Headers and Footers

Charts, Filters and Other Web Parts

Creating a Rollup (O365)

Range Column Chart

List Search Filter by View

List Filters (On premises)

Rollups (On Premise)

Charting in Office 365

Event Calendar

Basic Event Calendar Office 365

Basic Events Calendar On-Premise

Email Approvals

Setup Sharepoint List

Setup Email Import

Connected Fields

Creating a Master- Detail Lookup Column with On-Premise Infowise

Voting Fields

Creating a Voting Column

Setting an Owner Column

List Search

List Search Setup

For documents, it’s often helpful to include the date of creation in the ID. Adding a date prefix makes it easier to organize and identify files chronologically. With UltimateForms, you can combine static prefixes, dates, counters, and seed values to create professional and traceable numbering.

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.

Summary

By creating IDs with a date prefix in your document library, you gain chronological organization and consistent, professional numbering. Each document ID shows the year, month, and a sequential counter starting from your chosen seed, making it easy to track and manage records.

Last modified: 9/10/2025 12:10 PM

Loading...

Add your comment

Comments are not meant for support. If you experiencing an issue, please open a support request.

© 2005-2025 Infowise Solutions Ltd. All rights reserved.

Privacy | Cookie Policy | Accessibility | Cloud SLA