It's a common requirement in companies to be able to apply sequential, unique numbering to documents – or even just items – within a list. Sequential numbering allows you to reference and control your documentation and data in a defined way. By using SharePoint in conjunction with Nintex Workflow, this can be done automatically to save you the trouble of referencing numerous excel sheets and potentially overriding one another or even duplicating or skipping over numbers.
Part I: Setting Yourself up for Success
There are several different items that need to be set-up correctly in order to get the functionality you need. For the purpose of this how-to, I'm going to assume you are trying to create a document number from a combination of your project number, a material type, a document type, and then the sequential number.
Your End Goal: Numbers Will Look Something Like…
SharePoint Library or List: Where Your Document / Item Requiring the Numbering Will Live
Create a new library (if you want to associate the Document ID with a file) or a list (if you want to associate the Document ID with data)—for this walk through we will call it the "Design" library. Create the following columns:
ProjectID (8675309 – Number Column)
MatType (AA00, FF23, DE25 – Choice Column)
DocType (SPC, DSC, LYD – Choice Colum)
DocID (This is where we will automatically input the document ID – Single Line Text)
SharePoint List: Where Your Log of Numbers Will Live
Create a new list and name it something that will indicate to other Site Owners that it is a log of all document numbers – in this example, let's use "NumberLog". The following columns should be created:
Type (Single Line of Text)
FormID (Single Line of Text)
Nintex Workflow: Where Your Workflow Actions will Live
Browse to our freshly created "Design" library which has the files we want to sequentially number and create a new Nintex Workflow with a name that will let us know its purpose. Let's call this one "Document ID Creator". Before we start putting together our actual workflow, we'll need to prepare our variables. Create them as follows:
Standard Variables (always required)
textDocID (Single line of text)
textType (Single line of text)
Dependent Variables (dependent on your needs – see Part III for modifications!)
Material Type is dynamic - so we create textMatType
Now we’re ready to start putting together our workflow! Subscribe below to receive Part II: The Workflow right in your inbox.