How do request and sequence numbers work? Can I reset them, start at a set value, or include the year?

Short answer: The _request_number system field can't be reset. For numbering you control, add a Sequence number field. You can reset it to any starting value and give it a formula-based prefix, such as one that includes the year.

Why it happens

• _request_number is a running count of submitted items in the process, including items you later deleted. It never restarts.
• A Sequence number field keeps its own counter for each prefix, and Process Admins can reset it.

How to fix it

To set or reset the starting value:

1. Add a Sequence number field to the form and choose the step where it's generated.

2. On the process, click Manage > Settings > Sequence numbers. Each prefix row shows its Current number.

   

3. Click Reset on a prefix row, or Reset all.

4. Enter one less than the number you want next. For example, enter 7999 so the next item gets 8000.

To include the year, put a formula in the field's Prefix:

concatenate("LR/", _created_at.year().toText(), "/")

The field adds the running number after the prefix. Note that toText("y") returns a two-digit year.

To keep one sequence across several values, such as offices:

1. Each distinct prefix starts its own sequence, so use a constant prefix, for example concatenate(" ").
2. Build the full ID in another text field, for example concatenate(Office_Location, Sequence_Number.trim()).

To generate a number only under a condition, put the generating step in a parallel branch and set the condition on the branch. Steps and branches with conditions can't be chosen as the generating step itself.

See Sequence number and process settings.