Effects when Auto Number Field Exceeds the Specific Digits in Salesforce

In this Salesforce tutorial, we will learn the effects when the auto number field exceeds the specific digits in Salesforce.

There is a company called TechGear that sells electronic gadgets and I am the manager of the company that can manage all the things related to the company.

So, we use the salesforce to manage our customer orders. The company uses the Customer Relation Management system as a Salesforce that helps in keeping track of interaction between the customers and orders.

In Salesforce there are data types that use for different purposes here we can use the auto number data type for the order number field to uniquely identify each and every order. As the company grows more and more, they start getting a high volume of orders. Additionally, the auto number value started exceeding the limit of 10 digits due to an increase in the number of orders.

If the company get a high number of order, The number portion of the auto number format will expand extra digits to accommodate for a large number once the sequence has reached the capacity of the specific digits. For example, I identify my auto number format as ORD-{0000} and the order limit exceeds ORD-{9999} so our next record that will be assigned to the order is ORD-{10000}, etc.

Let’s learn the Effects when the auto number field exceeds the specific digits in Salesforce Lightning in Salesforce Lightning and Salesforce Classic.

Effects when the auto number field exceeds the specific digits in Salesforce Lightning

Here we will learn the effects when the auto number field exceeds the specific digits in Salesforce Lightning.

Let us take an example we are using the objects object. There is a company that is based in the USA which uses the Salesforce Customer Relation Management system as a Salesforce that helps in keeping track of interaction between customers and orders.

We can use the auto number data type for the order ID field to uniquely identify each and every order. The company that uses this data type grows day by day, they start getting a high volume of orders. Start over, the auto number value started exceeding the limit of digits due to an increase in the number of orders.

After getting the increase in the number of orders, the number portion of the auto number format will expand extra digits to accommodate for a large number once the sequence has reached the capacity of the specific digits.

If you want to learn how to Effects when the auto number field exceeds the specific digits in Salesforce lightning, follow these steps:

1: Login into the salesforce account, When we logged in to the account, we directly logged it into the lightning account. Here we learn the Effects when the auto number field exceeds the specific digits. Go to the Gear Icon, and click on the Gear icon. Under this gear icon, there are options for Setup and Service Setup. We click on the setup option.

After clicking on the setup option the setup page is open. Under this setup option there is a tab that is present on the nav bar this tab is the object manager tab.

2: Now search the object, by simply entering the object name in the search box that is present on the object manager page. When we enter the order object it comes at the top of the object manager. Select the order object.

3: The Order Page is open, after clicking on the order object. Here we can see the details related to the order. And under this order object on the left-hand side of the page, there is a separate section of details, and under these details, there is a field and relationships option.

We are selecting this field and relationship option for creating the fields and creating the relationship between the fields and the object.

4: After selecting the field and relationship option, the field and relationship page opens. Under this field and relationship page, there are lots of fields present, but we want to create a new field.

So, for creating the new custom field related to the order. Click on the new button that is present in the middle of the field and relationship page.

5: After clicking on the new button, for creating the new custom field of Order. the Order new custom field page is open. Under this new custom field page, lots of data types are present. Here we can choose the field type.

Now specify the type of information that the custom field will contain. We are choosing the auto number data type

After clicking on the auto number data type, click on the next button that is present at the top and bottom of the order product custom field.

6: After clicking the auto number checkbox data type, the ordered product new custom field is open, and here we enter the details. Firstly enter the field label, and here we are entering the field label as Oredre ID after that fill the display format, and here we are filling the format as ORD-{0000} if the order limit exceeds the next record that will be assigned to the order like ORD-{10000}, and then fill the starting number as 1.

After that fill the field name is Order_Id then fill the description if you want to fill otherwise leave the description field as same then there is a help text field. Here we can fill the help text if we want otherwise leave it as it is the same, and after that click on the next button.

7: After filling in all the details related to orders now establish the field-level security. Select the profiles to which we want to grant edit access to this field via field-level security. The field will be hidden from all the profiles if we do not add it to the field-level security.

Click on the visible checkbox for selecting all the field-level security for the profile. Click on the next button that is present at the top and the bottom of the order product new custom field page.

8: Now we can add the page layout. Select the page layouts that should include this field. The field will be added as the last field in the field two-column section of these page layouts. This field will not appear on any pages if you do not select a layout.

To change the location of this field on the page, we will need to customize the page layout. Click on the save button that is present on the right side of the add to page layout.

9: After clicking on the save button, the message will pop up and comes at the top of the page that is generating the auto numbers for existing records may take a few minutes. Click on the OK button to start auto number generation.

10: The new Field Order ID related to Order is created successfully with the type as the auto number and shown under the field and Relationship page. After that click on the app Launcher the drop-down menu of the app launcher is open.

Under this app launcher there are lots of apps present, select one of the apps you want to select. We want to select the sales for this we search the sales under the search box.

The Sales page is open. On the sales page, there are lots of objects present on the nav bar. Here select the object of the orders. We can see under this order object, the order records are present. Select the recently created record and we can see that the order exceeds the limit and the ORD-{9999}.

The number portion of the auto number format will expand extra digits to accommodate a large number once the sequence has reached the capacity of the specific digits. So this record that will be assigned to the order is ORD-{10000}.

This way, we understand the Effects when the auto number field exceeds the specific digits in Salesforce Lightning. Let’s Proceed and learn the Effects when the auto number field exceeds the specific digits in Salesforce Classic.

Effects when the auto number field exceeds the specific digits in Salesforce Classic

Here we will discuss the effects when the auto number field exceeds the specific digits in Salesforce Classic. Let us take an example to clearly discuss there is a company that uses Salesforce to control and manage customer support cases.

Every support case is allocated a unique case number using an auto number field to generate a 5-digit case auto number in the format CASE-00001, and so on. Although the experience of the company increases the growth in customer inquiries and the number of support cases also increases.

Due to this the auto number field exceeds its 5 digits limit due to the rapid increase in the number of cases. For example, when it reaches CASE-99999, the next generated number would be CASE 100000. This format of the Case number required six-digit numbers.

If you want to learn how to Effects when the auto number field exceeds the specific digits in salesforce classic, follow these steps:

Step-1: Login to the Salesforce Lightning account from here we move to our Salesforce Classic account. There is a profile picture, click on the profile picture. After clicking on the profile picture, the drop-down menu is open. Under this drop-down menu, there is a switch to the Salesforce classic option is present.

Click on the Switch to Salesforce Classic option, the Salesforce Classic edition is open. Now we can apply auto numbers for existing records in Salesforce Classic.

Step-2: The Setup page is open, after clicking on the setup option. Now scroll to the bottom of the page, on the left side there is Quick Find Box.

Enter the Case object in the Quick Find Box and the Case object is shown at the top. Now click on the drop-down arrow of the Case object. The drop-down list is open there is lots of option present click on the fields option.

Step-3: After clicking on the fields option the case field page is open. Now scroll to the bottom of the page. Here we can see the Custom Field & Relationships section. Here we want to create a new filed related to the case. So for creating new case custom fields, click on the new button.

Step-4: After clicking on the new button, the New Custom Field page is present. Under this new custom field page, lots of data types are present. Here we can choose the field type. Now specify the type of information that the custom field will contain.

We are choosing the auto number data type a system-generated sequence number that uses a display format we define, and the number is automatically increasing for each new record.

After clicking on the auto number data type, click on the next button that is present at the top and bottom of the order product custom field.

Step-5: After clicking the auto number, the Case new custom field is open, and here we enter the details. Firstly enter the field label, and here we are entering the field label as Case Number after that fill the display format, and here we are filling the format as CASE-{00000} if the case limit exceeds the next record that will be assigned to the order like CASE-{100000}, and then fill the starting number as 1.

We are choosing the auto number data type a system-generated sequence number that uses a display format we define, and the number is automatically increasing for each new record.

After clicking on the auto number data type, click on the next button that is present at the top and bottom of the order product custom field.

Step-6: Now establish the field-level security, Select the profiles to which we want to grant edit access to this field via field-level security.

The field will be hidden from all the profiles if we do not add it to the field-level security. Click on the visible checkbox for selecting all the field-level security for the profile.

Click on the next button that is present at the top and the bottom of the order product new custom field page.

Step-7: Select the page layouts that should include this field. The field will be added as the last field in the field two-column section of these page layouts.

This field will not appear on any pages if you do not select a layout. To change the location of this field on the page, we will need to customize the page layout. Click on the save button that is present on the right side of the add to page layout.

Step-8: After clicking on the save button, the message will pop up at the top of the page that is generating the auto numbers for existing records may take a few minutes. Click on the OK button to start auto number generation.

The new Field Case Number related to Case is created successfully with the type as the auto number and shown under the field and Relationship page. 

In this way, we have learned, how to Effects when the auto number field exceeds the specific digits in Salesforce Classic.

Conclusion:

Effects when the auto number field exceeds the specific digits the format used in the object case as CASE-{00000} if the case limit exceeds the next record that will be assigned to the order like CASE-{100000}, and then fill the starting number as 1.

The auto-number data type is a system-generated sequence number that uses a display format we define, and the number is automatically increasing for each new record.

I hope you have read the complete blog and you have learned how to Effects when the auto number field exceeds the specific digits in Salesforce. This auto number field helps generate a sequence number. And I have also explained all the steps of Effects when the auto number field exceeds the specific digits in Salesforce Lightning and Salesforce Classic.

You may like to read:

• How to Apply Auto Number for Existing Records in Salesforce
• How to Change the Format of Auto Number Field on Existing Record in Salesforce