Reference Code
This calculated column uses a SharePoint formula to build a reference code such as PRJ-2026-Acme from the created year and title. Because it lives in a calculated column, SharePoint fills the value in for every item automatically - no custom development and nothing for your users to type.
How It Works
- What it does: Builds a reference code from the created year and the Title.
- What you get: A code like PRJ-2026-Acme for an item titled Acme created in 2026.
- If a value is missing: Created is always set by SharePoint; if Title is blank you get the code without the name (like PRJ-2026-).
Common Use Cases
- Auto-build project or case reference numbers
- Readable record identifiers
- Consistent ticket codes
- Human-friendly IDs
Details
- Formula Type: Calculated Column
- Formula Category: Text & Names
Required Columns
| Display name | Column type |
|---|---|
| Created | Date and Time |
| Title | Single line of text |
| Reference Code | Calculated |
Prerequisites
- Create the columns the formula reads: Created and Title
- Add or edit a few items so there is data for the formula to work with
How to Apply the Formula
- Add a column, choose More…, then select Calculated (calculation based on other columns)
- Set the data type returned from this formula to Single line of text
- Paste the formula below into the Formula box
- Click OK to create the column
Formula
="PRJ-"&YEAR([Created])&"-"&[Title]Common Questions About Reference – ID Code Formula
What does this formula do?
e.g. PRJ-2026-Acme. It lives in a calculated column, so SharePoint fills the value in automatically for every item.
Which columns do I need to set this up?
You need: Created (Date), Title (Single line of text). The formula reads these to produce its result.
Can I change the formula for my own columns?
Yes. Swap the column names in brackets for your own, and adjust any numbers or text.
If LookBook 365 is code-free and out-of-the-box, why does this example use a formula?
A SharePoint formula is native, declarative configuration, not custom development. It only works with the item’s own fields and simple logic – it cannot run scripts, reach external services, or change other data, and nothing is deployed to your tenant. It keeps working through Microsoft updates. If you would rather not set this up yourself, this is exactly the kind of thing I configure for clients.
Reference Code Formula Example