Two Separate Submission Numbers

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4 comments

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    Chip Phillips, Community Manager

    Howdy Richard,

    Welcome to the Community!  I would like to get a better idea of what you are trying to solve:

    • Do you have two Apps that are connected via integration?  For example, a Service Order App that connects to an Invoice App.
    • Are you trying to have the numbers in consecutive order (Service Order Number = 001, Invoice Number = 002), or are you trying to have these numbers match?
    • Are you trying to display these numbers in specific places outside of the Submission PDF?

    Looking forward to helping you further!

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    Richard Sparks

    Hey Chip,

    Thanks for getting back to me.  I have one app which populates two PDF pages.  The first PDF page is a Service Order Report that I want to assign a job # (SJ00004) which will advance with each new report.  The second PDF page is an invoice for the service work, and I want to assign an invoice # (SI00100) which will also advance with each new report.  The two numbers are totally independent of each other, but both advance with each new submission of the report.  I hope this better explains my needs/intention, and look forward to your response.

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  • Howdy Richard,

    Thanks for the information! I have found a potential workaround for this matter, using Dispatch and an integration through Zapier.

    From a high level view, here are the steps you can take to generate two independent numbers that will advance consecutively with each new submission:

    1. Create a dummy app to generate a consecutive submission number for the job number.
    2. Use the Dispatch feature in Zapier to populate a job number field in your Service Order Report with the dummy submission number.
    3. Use the submission numbering feature in the Service Order Report app to generate a consecutive invoice number.

    I have provided a more detailed example below with screenshots of how to set this up.

    Making the Dummy App to Generate a Submission Number

    For starters, I have made a dummy app that will generate a submission number to serve as the job number in your final PDF. Here is the Submission Numbering setting for this dummy app (I've set up 'SJ' as the prefix to follow your example for the job number):

    This Dummy Submission Number App can contain whatever fields you want to carry over to the Service Order Report app. For my test, I only included a Static Text field with text that will not carry over to the final submission.

    I have also enabled Dispatch on the Dummy Submission Number App from the App Settings. This will let Zapier create a Dispatch from the Dummy Submission Number App to carry over the submission number to the Service Order Report App.

    Setting up the Service Order Report App

    In the Service Order Report app, I have enabled Submission Numbering with 'SI' as the prefix to follow your example for the invoice number:

    Within the app, I have two screens. One screen has a Short Text field to receive the submission number from the Dummy Submission Number App:

    The other screen has a Static Text field that will be the header for the submission number from the Service Order Report. This is visible in the PDF Designer, where I have also added the Submission Number as a static element:

    Setting Up the Integration through Zapier

    I have set up an integration through Zapier to create a Dispatch to the Service Order Report anytime a new submission is completed for the Dummy Submission Number App. 

    Here is the options screen for the Trigger step (new submission is completed in the Dummy Submission Number App) in Zapier: 

    Here is the options screen for the Action step (dispatch created for Service Order Report App) in Zapier: 

    In the screenshot above, the field 'Job Number Pulled From Dummy App' has been set to populate with the submission number from the Dummy Submission Number App.

    Testing the Zapier Integration

    Now that I have created the Dummy Submission Number App and used Zapier to integrate it to the Service Order Report App, it is time to test the integration. 

    I completed a submission for the Dummy Submission Number App, which triggered a Dispatch for the Service Order Report App. In the screenshot below, the submission number from the Dummy Submission Number App has populated the Short Text field:

    After completing the submission for the Service Order Report App, the new submission number is generated and set as a static element in the Designer PDF (viewed from the GoCanvas website):

    The final result is a Designer PDF that has independent values for the job number and invoice number. Both numbers will consecutively increase with every new submission.

    I have included links below to Help Center topics on using Zapier and setting up Submission Numbering for additional reference. I hope this helps! 

    https://help.gocanvas.com/hc/en-us/articles/115006823308-How-to-Use-GoCanvas-with-Zapier

    https://help.gocanvas.com/hc/en-us/articles/115006824268-How-do-I-set-unique-numbering-on-Submissions-

     

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  • Avatar
    Alan Vasey

    Hi Chip,

    Interesting.  We have a similar but different problem.  We need  to generate a unique but ideally sequential Submission number across users on the one job.  We have one critical App on which our costs and invoicing is based as well as job history provided to the client.  Right now we have submission numbering turned on but as this is allocated post submission then if someone on another job submits the same app they will get the next number in the sequence.  if we are working a 24 hour roster then the night shift number will not flow on from the day shift number.  Also if the person does not fill out the app for a few days and then does it in the wrong date order the submission numbers don't line up which makes them hard to sort.  also not helped if we do a an App tweak which resets all submissions back to 1. 

    I have looked at adding dates as number in the prefix but it needs to be the date the work was done not the date the App was filled out. We could add D or N as a suffix to designate Day or Night shift. (we do require the user to fill out the actual work date the work was done so we could add this to file name which depending on how it was saved (Year.Month.Date) would give us that unique number.)

    We can isolate the job by client, contract type and equipment number but is getting the sequence in which the work was done that is the problem.

    Any suggestions?

    Regards

    Alan

     

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