SharePoint (and Project Server) Shenanigans

A common thing I do for most clients is to create a unique alphanumeric ID that is consistent in length with pre-filled zeros.

Risk list alphanumeric ID example:

• RSK0001

However, as has been documented many times (link); you cannot use the ID column of a list in a calculated column.  To get over this issue I use a simple SharePoint Designer workflow to copy the ID value to another column (Unique Reference) and then base my calculation on the Unique Reference column.

Step One: Create a common site column for use across the Site Collection

• Column Name: Unique Reference
• Column Type: Single Line Of Text

Step Two: Create a calculated column for the alphanumeric ID

• Column Name: Risk ID
• Column Type: Calculated Column
• Formula: =”RSK” & TEXT([Unique Reference], “0000”)

NB: The TEXT function will prefill the ID with zeros

Step Three: Add the Unique Reference and Risk ID column to your List or Content Type

Step Four: Create the SharePoint Designer Workflow

• Create a list or content type (SP2010 only) workflow
• Workflow should fire on Creation only (disable Manual and Edit)
• Use the following steps:

• Publish the workflow (list workflow)

OR

• Assign the workflow to the content type (if you have created a redistributable workflow in SPD 2010) and assign the content type to the list (content type workflow)

Step Five: Hide the Unique Reference column in the list / content type

• This will stop the Unique Reference column from showing to the end user.

NB: You must hide the Unique Reference column after you have created and published the workflow otherwise it will not appear in SharePoint Designer

You list items will now have a unique alpha numeric ID

NB: Please remember that automatic workflows will not fire if you are logged in as the farm account (link)