Table of Content
What is an auto-incremented key?
An auto-incremented key is a series of entries made up of text and/or date, as well as a number that will increment when the key is used.
This control allows you to generate a unique and read-only value that you can put on your forms in order to better identify them and improve their traceability.
Once a key is generated, it cannot be reused or retrieved. There are also some specifications regarding this functionality, so we invite you to consult the important points section of this check.
Types of entries
When creating your key, you will have the possibility to add entries in order to build it to your taste and your needs.
Text
This entry allows you to insert letters, numbers and other characters into your key.
Date
This entry allows you to insert a date, which will change according to the date of the day the key is generated.
The date format is also at your discretion from the selection of over 15 different formats.
Number
This entry will allow you to choose the amount of numbers (between 1 and 7) that will be visible on the key.
You can also choose the initial value of your key, which would even allow you to pick up where you left off if you were using a similar key on your paper forms or in other software.
This number will increment each time the key is used.
Key creation
A key must have a unique name in your site, but also in your group, if you are among one.
Uppercase, lowercase, accents and other characters make a difference in the name and are allowed.
You can use each type of entry as many times as you want.
There is no length limit for a key.
A key can be created for a site by it, or can be created by a collection for its sites.
A key created by a group can be independent for each site, which means that the key is identical for each site but increments independently of the site, or can be common to all the sites, which will increase the key thanks to the actions of all the sites that use it.
How to use a key
In order to use a key, it must first be created in order to be able to program it in a Paperless form.
Follow the procedure for a creation of a key:
Individual (created by a site);
Independant (created by a group (multi-sites));
Common (created by a group (multi-sites));
Use the keyword and validation rule to link a unique key to your Paperless forms.
Creating a key for an individual site
Before you can use an auto-incremented key in a form, it must be created.
Go to the Paperless website;
From the Admin section, click on the Auto-incremented keys subsection;
Enter the name of the new key;
Click on the "+" to start creating your key;
In the desired order and as many times as you want, select your type of entry to form your key;
The choices are:
Text
Date
Number
Once an entry is made, you can click on the entry to edit it.
If necessary, you can also delete it;Continue by including all the entries you need;
Once your key is created, click on Preview next 5 values to test your key;
If your key is correct, click on Save to confirm its creation;
When saving, you will get a message to warn you that you will no longer be able to:
Edit the name of the key
Edit its entries
If you are sure, click OK;
Once the key has been created, you can create a new one by clicking on Create new key or use the newly created one in your Paperless forms.
Creating an independant group key
A group key that is independent is created by a group (multi-site) that wants to standardize a key with the same sequence of entries, but the number that increments will be unique to the site that uses it.
Go to the Paperless website;
From the Admin section, click on the Auto-incremented keys subsection;
Enter the name of the new key;
If you want the key to be independant per site, DO NOT check the Common key for all sites box.
If you do not check the box, the key will be created in each of the sites of the group and will increment independently;
Click on the "+" to start creating your key;
In the desired order and as many times as you want, select your type of entry to form your key;
The choices are:
Text
Date
Number
Once an entry is made, you can click on the entry to edit it.
If necessary, you can also delete it;Continue by including all the entries you need;
Once your key is created, click on Preview next 5 values to test your key;
If your key is correct, click on Save to confirm its creation;
When saving, you will get a message to warn you that you will no longer be able to:
Edit the name of the key
Edit its entries
If you are sure, click OK;
Once the key has been created, you can create a new one by clicking on Create new key or use the newly created one in your Paperless forms.
Creating a common group key
A group key that is common is created by a group (multi-site) that wants to standardize a key with the same sequence of entries, and the number will increments with the actions of all the sites that uses it.
Go to the Paperless website;
From the Admin section, click on the Auto-incremented keys subsection;
Enter the name of the new key;
If you want the key to be common to all sites, check the Common key for all sites box.
Having a common key will let you have one key that increases with the actions of all the sites that use it.If you do not check the box, the key will be created in each of the sites of the group and will increment independently;
Click on the "+" to start creating your key;
In the desired order and as many times as you want, select your type of entry to form your key;
The choices are:
Text
Date
Number
Once an entry is made, you can click on the entry to edit it.
If necessary, you can also delete it;Continue by including all the entries you need;
Once your key is created, click on Preview next 5 values to test your key;
If your key is correct, click on Save to confirm its creation;
When saving, you will get a message to warn you that you will no longer be able to:
Edit the name of the key
Edit its entries
If you are sure, click OK;
Once the key has been created, you can create a new one by clicking on Create new key or use the newly created one in your Paperless forms.
⚠️Important points
This feature requires an internet connection to generate a key, so no key will be generated if there is no internet connection
A form with a key field cannot be archived if a key is not yet generated
A generated key cannot be reused or recovered if lost (when a form is discarded and a key has been generated on it)
A key that has been created cannot be renamed, edited or deleted
Two keys cannot have the same name, on the same site or in a group
However, uppercase, lowercase, accents and other characters make a difference between the names of the keys and are allowed; for example, "Key" and "key" can be two keys
A site can create keys to be used by its own site
A group can create keys to use for its sites
Group keys can be used independently in each site or be common for all sites
In Editor mode, keys cannot be generated
In Editor mode, you cannot import a model that uses a non-existing key