Auto Number that Resets Every Year

[Devon_Godfrey]

(So, since I’m a “New” user even though I’ve used airtable for years, I can only post 5 images per post, so I’m breaking this up into multiple responses. )

Hi guys! I encountered a need to have this solved, and the nature of the problem just doesn’t mesh well with creating a formula to fix it.

Here’s a topic that was looking for a good answer on this, and one that gives an answer that I think can be improved upon:

Rolling Customer Number Based On Year Base design

I need to create a customer number that includes the year, and an accruing customer number. E.g. 2020-0001, 2020-0002, etc. The thing is, every year, the year has to change in the customer number, and the four numbers after it have to reset. So if the last number of 2020 is 2020-1234, the first number of 2021 will be 2021-0001 again. I can get the year from the Created Time field The problem is the numbers after the year… I figure I can’t use an autonumber because it won’t reset each year. …

Automatic Sequential Numbering of Non-Sequential Items (READ JUN 9 2021 FOLLOW-UP) Show and tell

Summary This setup allows Airtable to automatically number collections of items that may not be in sequential order. Item length can be either fixed or variable, with only minor changes needed to the core system to accommodate the latter. Example To borrow from the thread that inspired this endeavor, say you’re building product codes that have a variant sub-code, and want that sub-code to automatically increment each time an item of a given product code is added in a new record. However, it n…

This does require an automation, but only requires one table and two fields: a created time field and a single line text field. It doesn’t matter whether they’re primary or not.

Here’s how it works:

First, create a new base, just to play with it and get a handle on it:

Here, I’ve created a single base and renamed the first table “Projects”, as I will use this to create a project numbering system that resets each year.

Next, I’m going to add two fields: “Date” and “Number”:

They MUST be a date and single line text field, respectively! ( I would highly suggest that we make the date field a created time field )

[Devon_Godfrey]

Next, create an automation for when a record is created:

Add a script action:

Paste in the script in the following pastebin: //If you have any questions about this, reach me at devon[-at-]playfrey.tech// - Pastebin.com

Next, we need to configure this step a bit:

• Change “configTable” to be EXACTLY what the name of your table is (In this case, “Projects”)
  

[Devon_Godfrey]

Do the same with the other two:

Next, we need to add the following input from the record that was created:

It’s vital that it’s the “Trim” of the record ID

For Date, just the date field is fine:

Next, click finish in the top right and turn on the automation:

[Devon_Godfrey]

Finally, go ahead and create a record:

You’ll notice that the Number field auto increments, however if I convert the date field to a regular date field, then set up a form view and submit a project for next year ( the only way you should use this if you’re not using a created time field 😞

You’ll see that the counter reset back to one.

You can even backdate records and they’ll keep count in that specific year.

Hopefully this was helpful. I don’t check here often, but if you want some help with this script don’t be afraid to shoot me using the email in my pastebin.

[Hendrik_Yang]

Thanks for sharing! It is very helpful!

[Justin_Barrett]

Welcome to the community, @Devon_Godfrey! :grinning_face_with_big_eyes: Thanks for chiming in on this topic! I’m in the middle of creating my own script to append to the thread of mine that you linked above, but I’ve been swamped by other stuff and haven’t been able to wrap it up yet. I’ll hold off on checking out your solution until I finish mine. However, I will edit the category for this thread, as this belongs in the “Show and Tell” group instead of “Ask the community”.

[Devon_Godfrey]

Appreciate you Justin!

I’ve been getting emails asking about resetting daily and monthly, I just updated the pastebin so there’s now a option in the config variables to reset it daily and monthly.

Pastebin

Airtable: Auto number that resets regularly - Pastebin.com

Pastebin.com is the number one paste tool since 2002. Pastebin is a website where you can store text online for a set period of time.

[Jamie_Rodger]

Thanks for this Devon. Wondering how I can edit this to change based on Fiscal year, rather than calendar year?

[Brian_Podnos]

Thank you for this! I keep getting an error that says:

“Error: Field “fldlEQVsveTqEliYH” cannot accept the provided value.
at main on line 92”

Any ideas here?

[Justin_Barrett]

@Brian_Podnos We’ll need more details about how you’re attempting to implement the script, including the types of fields in your table.

[AshishMore]

@Devon_Godfrey  please help this is not working with latest Airtable version

it creates 001 all the time for all the records.

please help

[Devon_Godfrey]

Sorry for the late reply, I just tested it and it still works good. 

I've got it running in this base here: https://airtable.com/apps92mEiuq586J1d/shrBCb9CAL96uvnGv

Link to the form. Feel free to drop some records in here and see how the base responds in the previous link: https://airtable.com/apps92mEiuq586J1d/shrkuPkl67k8AYhdn

Attached are screenshots of the automation. 

The key things are to make sure:

- You edit the configuration variables at the top of the script to match EXACTLY the name of the fields ( configTable, configDateField, configYearAutonumberField )

- You add in input variables that pull in the field data from the created record. The names must match EXACTLY what I have in the screenshot. (createdRecord, recordDate)

As long as you get these correct, everything else should fall into place. 

Edit: Link to the script in pastebin: https://pastebin.com/HiMtb1Yv

Edit: Added an "instructions" table to the example base, that includes screenshots and how to set everything up