We're in the process of updating this guide to reflect Objects & Order version 3.
If your museum or collection uses object data that increments (for example, accession numbers), you can add an Auto-Increment field to your Blueprint.
The Auto-Increment field generates sequential identifiers for your objects. This can be done automatically when a new object is added, or generated manually as needed.
This is especially useful for:
- Accession or collection numbers
- Departmental reference numbers
- Project-specific reference numbers
- Inventory tracking
As you know, Blueprints are incredibly flexible and you can update your fields as your informational needs change. However, in the case of setting up auto-incrementing fields, it's important to plan numbering systems carefully before implementing, and with an eye toward future collection growth.
We designed this field type with registrars and collection managers in mind.
Use Case: Accession Numbers
If all objects in your collection use a consistent formatting convention for the accession number, you can add an Auto-Increment field type labeled "Accession Number" to your Core Blueprint.
By default, this field begins with the simple incrementation option of 1, 2, 3 (Preview displays a sample output). As that won't work for accession numbers, let's check out our advanced options.
Step 1: Click Show Advanced Options
Advanced options allow you to create a template for your preferred accession number format and set up the numbering sequence. By default, Auto Generate on Create and Allow Manual Generation are toggled on (more on this below).
Step 2: Set up your Template
How does your organization format accession numbers? To set up your template, add variables in curly brackets. Separate variables as desired, with periods, hyphens, or spaces, etc.
Variable Options:
{year} = year (four digits)
{month} = month (two digits)
{seq} = sequential numbers (you'll indicate how many digits using Minimum Sequence Length, more on this below)
If your standard format is: YYYY.###
Add this template: {year}.{seq}
The number will generate as: 2025.001
If your standard format is: MoO-MM-YYYY-###
Add this template: MoO-{month}-{year}-{seq}
The number will generate as: MoO-02-2025-001
Step 3: Numbering
Now it's time to indicate your preference for the numerical sequence. You'll want to keep any existing accession numbers in mind.
Start Sequence At:
Add the number at which the sequence will begin.
Minimum Sequence Length:
Add a number to indicate the minimum number of digits. This will add leading zeros as needed.
Step 4: Generation and Override Toggles
When using an auto-increment field, you have the option to toggle on three commands:
Auto Generate on Create:
Toggle this on if you want an accession number to be automatically generated when you add a new object to your Base.
Allow Manual Generation:
Toggle this on if you want the option to be able to manually generate a number for objects in your Base.
Allow Manual Override:
Toggle this on if you want the option to edit the generated number or enter a full number.
See more on these options, and how they work together, below.
Step 5: Standard Field Toggles
You'll also have the option to toggle on the options that are available with any field type:
Required:
Toggle on to require data be entered prior to saving.
Locked:
Toggling on Locked prevents the addition of information. Once information is added to field, this can be toggled on to prevent further edits.
Internal Only:
Toggle on if information in this field cannot be viewed or shared in Modules.
Preview and Next Number
Below the field label, you'll see the Preview and Next Number displayed.
Preview:
- As you set up the template and numbering, you'll see a sample output in Preview. Here, 2025.001.
- If you need to update the format, adjust the template and sequence information.
Next Number
- This shows the next number in the auto-incrementing sequence (in this example, we haven't added an auto-incremented number to an object yet, so the next number is 1).
Generation Options
These toggles introduce powerful options for your auto-incrementing fields. They can be used individually or together.
Auto Generate on Create
When Auto Generate on Create is enabled, a new number is automatically generated when an object is added from the objects page (by clicking the + icon). The number will be saved immediately upon its creation.
Here's what it will look like on an object page:
Allow Manual Generation
When Allow Manual Generation is enabled, you'll see an option to generate a number by clicking Generate. The number will be saved immediately upon its creation. Once a number is generated, the Generate button disappears, and the option to generate a number is no longer available.
Here's what the button looks like on an object page:
After you generate the number, the button disappears:
If Allow Manual Generation is toggled on and Auto Generate on Create is toggled off:
- You'll see the "Generate" option when you add a new object.
If you later toggle on Auto Generate on Create in addition to Allow Manual Generation:
- You'll still see the Generate button for objects you added prior to toggling on Auto Generate on Create.
- Any new objects added will receive an auto-generated number; you will not see the Generate button for newly added objects.
Allow Manual Override
When only Allow Manual Override is toggled on:
- An accession number can be entered manually.
When Allow Manual Override is toggled on with Auto Generate on Create and/or Allow Manual Generation:
- An accession number you generated (automatically or manually) can be edited or updated.
Object with Component Parts (Parent and Children)
Let's say there are 10 specimens of turquoise in a case. The intact set was added to the Base. Its Accession Number is 2025.002.
Here's how to add a child number for each component part (2025.002.01, 2025.002.02, etc.):
- Prior to adding the component objects to your Base, make sure Auto Generate on Create and/or Allow Manual Generation are toggled OFF.
- Toggle on Allow Manual Override.
- Add the component objects to your Base.
- In the Accession Number field, paste in the accession number for the intact set (2025.002).
- Add the child number to the accession number (2025.002.##) for each component.
- Remember to save.
- Once all the component parts have a custom accession number, go back to the Blueprint and toggle on Auto Generate on Create and/or Allow Manual Generation if desired.
- The next number generated will be 2025.003.
Auto-Increment Fields in Object, Project, and Group Blueprints
If object types, projects, or groups use a specific auto-incrementing number format (for example, an exhibition number), you can add this field to individual Blueprints.
Each blueprint can maintain its own independent sequence counters, allowing for multiple numbering systems within the database. This is particularly useful for:
Department-Specific Numbers (for example, in a Photographs Blueprint)
- Field Label: Object File Number
- Template: PHOTO-{seq}
- Preview: PHOTO-001, PHOTO-002
Project Tracking (for a example, in a Portraiture Exhibition Blueprint)
- Field Label: Exhibition Number
- Template: EXH-{year}-{seq}
- Preview: EXH-2025-025
Conservation Treatment Numbers (for example, in a Blueprint called Conservation Treatments)
- Field Label: Treatment Number
- Template: CT.{year}.{seq}
- Preview: CT.2024.001
Here's what it will look like on an object page:
CSVs and Auto-Increment Fields
How does importing objects via CSV work with Auto-Increment fields?
Let's use an Auto-Increment field labeled Accession Number as an example.
If you're adding objects via CSV that already have accession numbers, provide the information in the respective field in the accession-number column.
If you're adding objects via CSV, and they do not have an Accession Number, add a hyphen in each accession-number field.
Remember: CSV fields should never be empty or blank, they must contain a hyphen. Learn more about CSVs and uploading object information in CSV Guidelines.
CSVs and Auto Generate on Create
If Auto Generate on Create is toggled on, and you add new objects to your Base via a CSV:
- Provided accession numbers will NOT be replaced or auto-generated when the objects are added.
- If you included a hyphen in the accession number field, accession numbers will NOT be auto-generated when the objects are added.
- If accession numbers were not provided in the CSV, Allow Manual Override will need to be toggled on in order to enter information.
CSVs and Allow Manual Generation
If Allow Manual Generation is toggled on, and you add new objects to your Base via a CSV:
- Provided accession numbers will NOT be replaced with an option to manually generate a number (the Generate button will NOT appear).
- If you include a hyphen in the accession number field, you will NOT have the option to manually generate a field (the Generate button will NOT appear).
- If accession numbers were not provided in the CSV, Allow Manual Override will need to be toggled on in order to enter information.
CSVs and Allow Manual Override
- If accession numbers were not provided in the CSV, to enter an accession number, toggle on Allow Manual Override.
Best Practices
- Plan auto-incrementing numbering systems carefully. Changing these later can be complicated.
- Consider future growth when choosing your format.
- Use leading zeros for consistent number lengths (e.g., 001, 002, 003).
- Confirm your preferred format by carefully reviewing "Preview" before implementing.
- For institutional identifiers, place auto-increment fields in the Core Blueprint.
- For department-specific, collection-specific, or project-specific identifiers, place auto-increment fields in the related Object, Project, or Group Blueprint.
Sequence Management
- Sequences automatically increment based on the highest previously used number.
- Each Auto-Increment field's sequence is maintained separately in the database.
- Each number in the sequence is used only once - even if you delete an object, its number won't be reused automatically.
- Renaming an auto-increment field changes its label and ID, but preserves its current sequence number.
- Manual overrides (when allowed) don't affect the next number in the automatic sequence.
Need some help planning auto-incrementing fields? Don't hesitate to reach out!