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Keep track of requests by having a column in SharePoint

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Posted on by Thanasis

Hello,

I am having an issue and I would like some help. What I want to do is have a column in SharePoint that every time a new item is created it goes and writes on the columns named RequestNo 2021.X Like the below screenshot.

My issue is I don't want to use the ID column because It is already up to 100+ entries. But I do want every new entry from now one to have that format in that column basically the "CurrentYear.X" Where X is going to start from 1 and will keep adding 1 every time a new item is created ? Does anybody have any idea how would I go by doing this ? Do I have to do it within PowerApps ?or maybe even creating a flow just for that?

I would really appreciate any help I can get on this.

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rubin_boer 4,843 Super User 2024 Season 1 on at

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hi there @Thanasis if it is a naming issue then have a calculated column with the ID, just subtract the max ID (as a constant when you start the new naming convention) and you will start at 1. Yes, you can do it with flow, but it will be an overkill.

Max ID = 150

e.g. =IF( ID >150 ,(YEAR(TODAY())&"."&ID-3),"")

hope it helps

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Thanasis on at

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Thank you for your response @rubin_boer
I am doing what you told me but it is not working for me. Am I doing something wrong?

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rubin_boer 4,843 Super User 2024 Season 1 on at

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hi @Thanasis what is the error that you get, the formula is right. btw the only change is the 150 where 3 was.

Max ID = 150

e.g. =IF( ID >150 ,(YEAR(TODAY())&"."&ID-150),"")

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Thanasis on at

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Hello @rubin_boer

Thank you again for your help.
I have this for my list:
It doesn't give me an error, it just doesn't show anything under the Testttt column when I create a new item, It should automatically fill in the Test column right ? Am I doing something wrong ? Thank you for any help you can provide me.

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Thanasis on at

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@rubin_boer
I changed this > to < because my ID Is smaller than 150 , and it showed up everything , but there is an issue. So let say my current ID was 18. If I do this : =IF(ID<150,(YEAR(TODAY())&"."&ID-18),"")
This is what I get.
instead of counting from the oldest entry to the newest it goes backward is has 0 as my newest entry and 2 my oldest one. Also once the ID goes over 18 it keeps giving me the same result 2021.-18. I am sorry for all the questions I am just trying to understand what I am doing wrong.

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rubin_boer 4,843 Super User 2024 Season 1 on at

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Hi with 18 being your max lD do iIF(ID > 18,(YEAR(TODAY())&"."&ID-18),"")

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Thanasis on at

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Hello @rubin_boer I am doing exactly that. now my Max ID is 24 so I changed formula to IF(ID > 18,(YEAR(TODAY())&"."&ID-18),"") and I do this :

No I am going to add a new Item :
Once I click Save nothing happens, ID becomes 25 and the TESTTT column remains empty.
I don't understand what I am doing wrong.

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rubin_boer 4,843 Super User 2024 Season 1 on at

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Hi there that is ok, the maximum lD will increment wth one with each entry what is importat is from lD 19 the Calculation must read 2012.1? if that is working then you Can decide where you want it to start. For now ' what is your calculation reading where year lD = 19

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Thanasis on at

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Yes that worked , Thank you so much @rubin_boer . It was my fault I was doing it wrong. Thank you for being patient and helping me out.

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