The Autonumber field in Yeeflow is a specialized data field designed to generate a unique, automatically incremented numeric counter for each record in a Data list. This field is essential for creating a distinct identity for each record, ensuring that each entry can be uniquely identified and referenced. Unlike manual numbering, the Autonumber field automates the process, eliminating the possibility of duplication or human error in sequencing.
Why and When Do We Need to Create an Autonumber Field?
The creation of an Autonumber field is particularly beneficial in several scenarios:
Unique Identification: When each record in a Data list needs a unique identifier that can be used for tracking, referencing, or sorting.
Data Integrity: To maintain the integrity of data by preventing duplicate records.
Automation: In cases where manual numbering is impractical or prone to error, especially in large datasets.
Reference Purposes: When a record needs to be easily referred to or linked with other records or lists.
Using an Autonumber field is vital for workflows that require precision and uniqueness in record-keeping, such as inventory management, customer databases, ticketing systems, and more.
Create an Autonumber Field
Creating an Autonumber field in Yeeflow is a straightforward process:
Navigate to Your Data List:
Open the Yeeflow application and locate the specific Data list where you want to add the Autonumber field.
Access List Settings:
Click on the more settings button at the top right corner. From the pop-up menu, select "List settings" to open a slide-in window from the right side.
Open Fields Management:
In the slide-in window, click on the "Fields" option to access the Fields management window.
Initiate New Field Creation:
Click the "+ New fields" button located at the top-right corner to open the new field window.
Set Autonumber properties
Select Field Type:
From the dropdown list in the Field type section, choose "Autonumber".
Name Your Field:
Input a name for this field in the display name textbox.
Set the Prefix:
Input a static text prefix in the textbox (e.g., PRO-, SN-) or select a dynamic value as the prefix.
To use dynamic values, click the "Switch" button to enter expression mode and then click "Expression" to use the expression editor. You can set text content here, like choosing a value from another field or using functions like now() for current date and time.
Define Minimum Number of Digits:
Set the minimum number of digits for your auto-generated number sequence. The sequence will maintain this digit count as it increases.
Choose Starting Number:
Specify the starting number for the sequential part of your autonumber. For instance, to start from 1000, input that number. The default is usually 1000, but you can customize this.
Set the Suffix:
Similar to the prefix, input a static text suffix or select a dynamic value using the expression mode.
Apply to record without autonumber:
Choose whether to generate an autonumber for previous records that do not have an autonumber. Default is unselected.
Save Your Field:
After configuring all settings, click the "Save" button at the bottom of the window to finalize and create the Autonumber field.
Note:
Re-editing the autonumber field will introduce another option: 'Regenerate autonumber for records with values', which is unselected by default. This option can be utilized when you wish to change the autonumber to a new order. You can select it to regenerate previous autonumbers or unselect it to keep the previous autonumbers.
Understanding Autonumber Behavior in Yeeflow After Creation
After successfully creating an Autonumber field in a Yeeflow Data list, it's crucial to understand how this feature behaves with existing and new records. Here's an overview of what to expect:
Behavior with Existing Records
Automatic Generation:
Once the Autonumber field is created, it automatically applies to records in the Data list.
Each record receives a unique number based on the predefined rules you set during the creation of the Autonumber field (prefix, suffix, starting number, etc.).
Regenerate Numbers With New Order:
Re-editing the autonumber field will introduce another option: 'Regenerate autonumber for records with values', which is unselected by default.
This option can be utilized when you wish to change the autonumber to a new order. You can select it to regenerate previous autonumbers or unselect it to keep the previous autonumbers.
Interaction with New Records
New Item Creation:
When you add a new item to the Data list, the Autonumber field automatically generates a number for this item.
The number follows the sequential order established by the Autonumber field's settings.
Visual Confirmation:
You can visually verify the Autonumber for new items. Each new entry will display its unique Autonumber in the Data list.
Continued Sequence:
The numbering for new items will continue from the last number assigned, adhering to the increment settings defined during the field setup.
For instance, if the last record was numbered 1005, the next new record will be numbered 1006 (assuming the increment is set to 1).
Important Considerations
Non-Editable Nature: Remember that once an Autonumber is assigned to a record, it is not editable. This feature ensures that each record retains a permanent, unique identifier.
Planning: Proper planning of the Autonumber field settings is crucial as these settings dictate the numbering sequence and format for all current and future records in the Data list.
Data Consistency: The Autonumber feature enhances data consistency and reliability, making it easier to manage and reference records in your Yeeflow application.
Conclusion
The Autonumber field in Yeeflow is an essential feature for creating unique identifiers in data lists. By following these steps, you can efficiently implement this feature, enhancing data organization and integrity in your Yeeflow application. Remember to carefully plan your prefix, suffix, and numbering sequence to suit your specific data management needs.