Generate Sequential Auto Number

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Posted on by KG-13081359-0

I am trying to build a flow that creates a sequential automatic number when an item is created in my Sharepoint list. I want the number to include the two-digit year followed by a dash and then a sequential number (i.e., 0001, 0002, etc.). I know I can do this by using formatdatetime() in the field I want to update. However, I need the sequential number on the end to restart at the beginning of each year, so tying the sequence to ID will only work for the remainder of this year. How can I format the second half of the number to meet this requirement?

Currently I am formatting the date via the following:

formatDateTime(utcNow(), 'yy') - formatNumber(triggerOutputs()?['body/ID'],'0000')

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Building flows

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Nived_Nambiar 18,129 Super User 2025 Season 2 on at

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Hi,

Try like this

assume the sharepoint list has title column has the sequential number like below

Now let's see how flow looks like

I am manually trigger for the demo purposes, u can change the trigger depending upon need.

Use get items to get the last added item with following highlighted parameters

Now check whether the last added items year is equal to current year, this is done by taking year part of sequential number column (title is in format of yy- seq number)

expression used -

split(first(outputs('Get_items')?['body/value'])?['Title'],'-')?[0]

3. If the condition is true,follow below steps in yes branch

Use compose action to increment seq number as shown below

Expression -

formatNumber(add(1,int(split(first(outputs('Get_items')?['body/value'])?['Title'],'-')?[1])),'0000')

Now use the expression to create the item in SP list as shown below

4. if the condition is false, follow below steps to create new item so that sequential number can be reset for new entry in new year

Hope it helps !

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Nived N
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lbendlin 8,479 Super User 2025 Season 2 on at

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You already have the automatic sequence number from the SharePoint list. Is that not sufficient?

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KG-13081359-0 20 on at

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@lbendlin

the ID number that Sharepoint already creates would be fine for now, but when 2024 becomes 2025 I need the number to restart at 0001, not continue based on however many items are in the list

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Michael E. Gernaey 53,488 Super User 2025 Season 2 on at

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Hi,

Here is the issue, you cannot guarantee its going to be in order due to how Power Automate Works.

1. How does flow run instance 26 know its the 26th and should show 0026? It would have to know the previous number.

Problem: If 4 flow instances are all running at the same time and all of them ask, hey what was the last one used and they all get the answer 0025

they all then set themselves to be 0026.

You said sequential so I am assuming you want it to use the "current Next" value compared to the previous? or do you not care that many have the same sequence number?

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KG-13081359-0 20 on at

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@FLMike

Each number needs to be unique. Based on the way the list will be utilized I think it is probably unlikely that multiple flows would pull the last number at the same time, but I see how that possibility would be a problem.

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lbendlin 8,479 Super User 2025 Season 2 on at

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When 2025 rolls around create a new list.

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