SharePoint Document Issues

How to Create a Unique SharePoint Project ID with a Calculated Value

Tauseeq Magsi Oct 1, 2026 869 views

Question details

The user needs to generate a unique, mathematically calculated Project ID in SharePoint, but the default ID column does not evaluate correctly inside standard calculated columns.

How to Create a Unique SharePoint Project ID

Product: SharePoint and Power Automate
Device & OS: not provided
Scenario: Creating an auto-incrementing or custom unique identifier for new items added to a SharePoint list.
Observed behavior: The default SharePoint ID value is not reliably available during the evaluation of a calculated column, resulting in errors, missing data, or blank fields.

Before you start

Ensure you have list owner permissions in SharePoint to create new columns, as well as access to Power Automate to build and trigger automated cloud flows.

Solution 1Recommended

Generate a Unique Project ID Using Power Automate

Bypass the limitations of SharePoint's calculated columns by using a Power Automate flow to accurately assign a unique ID immediately after an item is created.

Because the default SharePoint ID is only generated after an item is fully created and saved to the database, it cannot be reliably referenced inside a standard calculated column. Using Power Automate ensures the system ID is safely retrieved after creation and mathematically adjusted as needed.

Create a Custom Number Column

In your SharePoint list, add a new 'Number' column and name it 'Project ID'. Do not set this as a calculated column.

Set Up a Power Automate Flow

Open Power Automate and create a new Automated Cloud Flow. Set the trigger to 'When an item is created or modified', and select your specific SharePoint site address and list name.

Retrieve the Item Details

Add a new step and search for the 'Get item' SharePoint action. Select your site and list again, and map the 'Id' field to the ID of the item that triggered the flow.

Calculate and Update the Project ID

Add an 'Update item' action. In the 'Project ID' field, use an expression to calculate your unique ID. For example, to start your IDs at 24000, input the expression: add(24000,int(outputs('Get_item')?['body/ID']))

Save and Test

Save the flow. Go back to your SharePoint list and create a new item. Wait a few moments for the flow to run and verify that the Project ID populates correctly.

Generate a Unique Project ID Using Power Automate

Hide the Column from Users: To maintain data integrity and prevent manual overrides, hide the 'Project ID' column in the SharePoint list form settings so users cannot edit the flow-generated value.

Free Microsoft Office alternative

Looking for a Lightweight Alternative for Document Management?

While SharePoint and Power Automate handle complex automated lists, if your primary goal is to efficiently create, track, and manage project documents and spreadsheets, WPS Office provides a highly compatible and lightweight alternative.

1. Download the Installer: Visit the official WPS Office website and click the free download button for your operating system.
2. Install WPS Office: Run the installer and follow the on-screen instructions to complete the setup.
3. Manage Project Documents: Open WPS Office to instantly view, edit, and organize your Microsoft Office project files without formatting issues.

Fully compatible with Microsoft Excel, Word, and PowerPoint formats.Built-in robust spreadsheet functions for project tracking and ID generation.Lightweight application with a familiar, easy-to-use tabbed interface.Completely free to download with seamless document management capabilities.

Frequently Asked Questions

Why does the default SharePoint ID show as zero or blank in a calculated column?

The default SharePoint ID is generated after the item is saved to the database. Calculated columns evaluate before or exactly at the time of saving, meaning the system ID does not yet exist to be calculated.

Can I format the Project ID to include text prefixes like 'PRJ-100'?

Yes. In your SharePoint list, create a 'Single line of text' column instead of a Number column. In your Power Automate flow, use an expression like concat('PRJ-', outputs('Get_item')?['body/ID']) to attach a text prefix to the generated ID.

How do I hide the Project ID column from users creating a new list item?

In your SharePoint list, click the 'New' button to open the item form. Click the 'Edit columns' icon at the top right of the form, uncheck the 'Project ID' column, and click Save. The column will remain hidden from users but will still be updated in the background by Power Automate.

Document & File Issues