Forum Discussion

Clint_E_Hill's avatar
Clint_E_Hill
Brass Contributor
Oct 30, 2025

Indexing Ideas Needed - Parts I.D. Order in Libraries : Ex.) Parts R1 thru R10, R2...

GOAL:

To resolve the subject line issue that is intensive and eliminates the following workaround.

WORKAROUND

A sequential number in a separate index number is formatted as a "Number". Many times I must export the library and add the number in MS Excel and paste these back into the library's index number column.

IDEAS ON RESOLUTION

Your thoughts on how to properly index the part I.D.s without a separate index number column are welcome including:

  • Alternative formatting to apply to the alphanumeric Part I.D. description in the Part I.D. column to promote correct indexing
  • Any programmed solutions

Best regards,

Clint Hill

 

Document Library

3 Replies

  • Rob_Elliott's avatar
    Rob_Elliott
    Bronze Contributor
    Oct 31, 2025

    I do this quite regularly, although usually with a number column rather than anything alphanumeric. You'll need to build this with 2 flows in Power Automate. The first one (if you need it) to do the initial indexing.  Then the second one which has a SharePoint "when a new item is created" trigger, gets the maximum part ID number, increments it by 1 then an update item action to set the letter and the new part number

    Rob
    Los Gallardos
    Microsoft Power Automate Community Super User.
    Principal Consultant, Power Platform, WSP Global (and classic 1967 Morris Traveller driver)

     

     

    • Clint_E_Hill's avatar
      Clint_E_Hill
      Brass Contributor
      Nov 03, 2025

      Hi Rob,

       

      Your thoughts and suggestions are appreciated.

      (It appears my initial reply was not uploaded for some reason.)

       

      Although currently a Power Automate novice, I will learn the skills to resolve my alphanumeric part number system limitation dilemma expressed here.

       

      Question 1:  Could I successfully achieve this with only the second recommendation as you mentioned?

      “Then the second one which has a SharePoint "when a new item is created" trigger, gets the maximum part ID number, increments it by 1 then an update item action to set the letter and the new part number”

       

      Question 2:  What are the advantages of performing the first Power Automate performing the initial indexing?

       

      Regards,

      Clint Hill

    • Clint_E_Hill's avatar
      Clint_E_Hill
      Brass Contributor
      Oct 31, 2025

      I thank you for your great suggestions! I am at the novice level as far as Power Automate is concerned having used it in a limited way so far. I am willing to learn it to help resolve this SP library issue. Please provide any further insights based on the attempts at clarifying my issue below. Thanks again!

      PROBLEM 1 & issue clarification: ONLY the part I.D. system is alphanumeric and was created by another with no leading zero(es) placeholder and before MS SharePoint was introduced (by me) last year.  

      PROBLEM 2: The part I.D.'s are added sporadically: There is no alpha or numeric order to their addition to or deletion from the library. Actually, this problem applies to a few other site libraries as well.

      RESULT: The Number column value (number) then must be manually changed for each associated alphanumeric part I.D. to maintain the part I.D.'s in a correct incremental alphanumeric order.

      (FYI: The Number column is usually hidden from users)

      Best regards,

      Clint

       

Resources