Admin | Use the Serial No. widget

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Admin | Use the Serial No. widget

3 min read

I. Intro

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Who can perform these steps: Primary administrators or administrators with Approval management permissions.

The Serial No. widget is one of the form widgets available in Approval. It supports administrators adding custom editing rules in the console. When someone submits a request, the system will automatically generate a serial number for a form based on rules that have been set. This allows organizations to quickly find and track forms for consistent archiving and standardized management.

Scenario examples:

Reimbursement requests: Consistently uses serial numbers in the format of "Name+Date+Number." For example, "BX20221101001." This will allow finance staff to quickly find and track the flow of funds for reimbursement.

Project contracts: Consistently uses serial numbers in the format of "Date+Number+Project Name." For example, "20221101001DahaiProject." This makes for consistent forms and standardized filing in relation to projects.

II. Steps

Configure the Serial No. widget in the console

Add the Serial No. widget

Administrators can open Approval Admin to create a new approval or edit an existing one. Under Form Design, click or drag the Serial No. widget to add it to a form.

Note: The Serial No. widget can be added multiple times, but cannot currently be added to the Details widgets or edited by approvers or operators.

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Set up the Serial No. widget

You can set up the Serial No. widget as needed in the settings column on the right.

Setting	Description	Remarks
Title	"Serial No." by default. Can be modified	Required. Maximum of 256 characters. Supports multiple languages.
Serial No. rules	Set serial number rules (when someone submits a request, the system will automatically generate a serial number for the form based on the rules that are set). The rules field can be: Fixed characters: Optional. Max of 36 characters. Supports Chinese, English, numbers, and symbols. Submission date: Formatted as "YYYYMMDD" by default. Supports settings of "YYMM" and "YYYY". However, this will affect the reset rules for "incremental number." Incremental number: 6 digits by default. Supports settings between 1 and 9 digits. The reset cycle can be different based on the "submission date" and includes: Do not reset, Reset yearly, Reset monthly, and Reset daily. Incremental numbering is on by default and cannot be deleted or added.	Click Settings on the right to set custom editing rules. Click Add Rule in the pop-up window to add a rule. You can add "Fixed characters" and "Submission date" rules, but not "Incremental number" rules. A maximum of 9 rules can be added. Click the delete icon to the right of the rule to delete a rule. You can delete the "Fixed character" and "Submission date" rules, but not the "Incremental number" rules. Click and hold the symbol to the left of the rule field, then adjust the field order by dragging it up or down.
Other optional settings	Print: Sets whether this widget will be displayed when printing an approval.	This is checked by default. If you uncheck it, the widget will not be displayed when printing approval forms.

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Use Serial No. widgets in requests

When someone makes a request, the system will automatically generate a serial number for the form based on the rules that are set. This will facilitate finding and tracking the request as well as archive management.

Note:

Serial numbers are generated by the system automatically and cannot be edited.

You can search for forms in the Approval Center using serial numbers, including hidden serial numbers.

Serial numbers will remain in place on approvals that are rejected or recalled. If an approval that has passed gets modified or recalled, the serial number will still remain consistent.

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Request submission page

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Approval details