The Auto Number field creates unique IDs for tables and is especially useful when working with large volumes of records. These fields are system-generated, view-only fields, meaning they cannot be modified or deleted directly by members.
Note: Auto Number fields can be utilized in saved views and for importing/exporting data. They also display in the header of records, similar to the First Created and Last Updated fields.
Plan Availability | All plan types |
Permissions | Solution Creators, Workspace Administrators and Solution Managers |
Related Reading |
Important Notes
One Per Table: Any given table in SmartSuite can have only one Auto Number field. This field cannot be deleted.
Gaps in Numbering: When records are deleted, Auto Number fields are not renumbered, which can lead to gaps in the sequence. For this reason, Auto Number fields should not be used to track the total number of records.
Quick Sharing: Clicking the auto number copies a link to the record to your clipboard for easy sharing.
Saved View Toolbar: Auto Number fields can be used in the Saved View (Reporting) Toolbar control to filter, sort records and grouping.
Customizing the Field
Solution Managers can configure Auto Number fields with the following options:
Starting Number: The number from which the sequence begins (default is 1).
Leading Zeros: Options range from none to six zeros (default is 00).
Labels: Add a prefix or suffix to the number (default is Prefix).
🔎 Check out quick articles on Adding Help Text to Fields.
Adding Prefix & Suffix Labels
Auto Number field labels (both Prefix and Suffix) support date script variables, allowing for context based on when records are created. Variables include:
{YYYY}: 4-digit year
{YY}: 2-digit year
{MM}: 2-digit month
{DD}: 2-digit day
The date values correspond to the creation date of the record.
Auto Number Behavior In Automations
Users will have two options when utilizing the Auto Number field in automations:
Auto Number
This is the existing option used for backwards compatibility and will be selected by default for existing automations
It will treat Auto Number as an integer and “001” will be returned as the number “1”
Auto Number – Entire Field
This is a new option (similar to nested Due Date, Address, etc.) that takes prefixes and suffixes into consideration
It will treat Auto Number as a string and “001” will be returned as text “001”
Example:
If a prefix of “PRE-” is applied, the value will be returned as “PRE-001”
Practical Use Cases and Scenarios
Use Case: Purchase Order Tracking
Scenario: A Purchase Order system generates unique IDs for client POs.
Solution: Configure the Prefix as
PO#-{YY}-{MM}-{DD}to generate numbers likePO#-21-01-15-0001for purchase order records.
Use Case: Customer Support Ticketing
Scenario: Tracking Customer Support Tickets where each ticket requires a unique ID for reference.
Solution: Use an Auto Number field with a Prefix like
TICKET-{YYYY}-to create IDs such asTICKET-2025-001. This ensures that every support ticket is uniquely identifiable and traceable in the system.