This bot is available for free, and its usage does not consume credits. For more information about credit usage, refer to this article.
General
Simplify the process of autonumbering across multiple documents within a single workflow, saving time and reducing the risk of errors associated with manual data input. The Pre-fill Autonumbers bot automates the generation and transfer of autonumbers, ensuring a streamlined and error-free experience.
Use case example: The HR team at XYZ Company regularly opens new job vacancies and needs a systematic way to assign unique Vacancy IDs. Here, the Autonumbering bot is implemented to automate this task and streamline the hiring process.
How to set up
When the bot works by default:
The Pre-fill autonumbers bot activates when a document is sent to a recipient.
Add the bot depending on your needs as described in this article. You may install this bot both in the step or using the All bots tab.
Find the Pre-fill autonumbers bot in the list of bots and click Install bot.
Action settings:
Select the document and the corresponding field that should be pre-filled.
Autonumber section
Configure the values that the bot should prefill. Verify the settings in the preview section.
Determine the number of digits you want to prefill for your autonumber. For instance, if you want your first vacancy to be labeled 'VAC-0001,' set the number of digits to 4 (this is a sequence number). The default setting is 4 digits, with a minimum of 1 digit and a maximum of 18 digits.
Define the initial number for the autonumber sequence, specifying the starting point from which the sequence should begin. This serves as the foundational reference for the autonumbering process, ensuring a logical and organized progression in the generated sequence. For instance, if you set the starting number to 1000, the first autonumber could be 'VAC-1001'
Indicate a prefix (optional). Add a string in front of the IDs to enhance their context or categorization. This allows you to include a meaningful identifier before the autonumber sequence. For example, you can set a prefix like 'VAC-' to create autonumbers such as 'VAC-1001,' providing a clear association with specific types of records or documents.
Indicate suffix (optional). Add a string after the autonumber sequence to further customize your identifiers. For instance, if you set the suffix as '-local,' and your autonumber starts at 1000, the first autonumber would be 'VAC-1001-local.' This feature allows you to append additional information or context to your autonumbers, tailoring them to specific characteristics or attributes.
Conditions
Configure the bot execution conditions based on simple “if-this-then-that” rules. For example, you can set conditions based on document field information, recipient data, date of document signing, document data, and decline reason. Learn more about bot conditions usage in the dedicated article.
Advanced settings
In this section, you can set additional bot configurations:
Decide what to do with a revision if the bot fails
Add tags to your document to quickly locate it.
Learn more about adjusting Advanced settings in this article.