Skip to content

Flow Name: Generate Program Number for Accreditation Application

Last Updated: 2025-10-22 Source Code: Generate_Program_Number_for_Accreditation_Application.flow-meta.xml

API Name: Generate_Program_Number_for_Accreditation_Application Status: Active Type: Custom Trigger: Before Accreditation_Application__c record create

Business Purpose

Automatically generates sequential program numbers for accreditation applications using YYMM prefix format. Ensures each application receives a unique identifier for tracking and reference purposes throughout the accreditation lifecycle.

Process Flow

  1. Queries for last created Accreditation Application with highest program number
  2. Extracts last 5 digits from existing program number
  3. Increments sequence by 1
  4. Generates YYMM date prefix (e.g., "2510" for October 2025)
  5. Pads sequence to 5 digits with leading zeros
  6. Concatenates YYMM prefix with padded sequence
  7. Assigns to Name field of triggering record
📊 Click to view Process Flow Diagram 
flowchart TD
    Start([Start: Before Create]) --> Query[Query Last Program Number]
    Query --> Extract[Extract Last 5 Digits]
    Extract --> Increment[Increment Sequence]
    Increment --> Format[Generate YYMM Prefix]
    Format --> Pad[Pad Sequence to 5 Digits]
    Pad --> Concat[Concatenate YYMM + Sequence]
    Concat --> Assign[Assign to Name Field]
    Assign --> End([End])

    style Start fill:#e1f5ff
    style Query fill:#e1ffe1
    style Extract fill:#fff4e1
    style Increment fill:#ffe1e1
    style Format fill:#e1ffe1
    style Pad fill:#fff4e1
    style Concat fill:#ffe1e1
    style Assign fill:#e1ffe1
    style End fill:#e1f5ff

Key Business Rules

  • Program number format: YYMMXXXXX (YY=year, MM=month, XXXXX=5-digit sequence)
  • Sequential numbering increments by 1 for each new application
  • Sequence resets with each new month (YYMM prefix changes)
  • Supports up to 99,999 applications per month
  • First program number defaults to "3000000" if no existing numbers found

Dependencies

  • Accreditation_Application__c custom object
  • Name field on Accreditation_Application__c
  • System date functions (TODAY, YEAR, MONTH)
  • String manipulation functions (LPAD, TEXT, RIGHT, VALUE)

Changes

No Pull Request references found in metadata.

Pre-Go-Live Concerns

CRITICAL - Fix Before Go-Live

  • Concurrency risk: Multiple simultaneous creates could assign duplicate numbers without proper locking
  • Consider implementing external sequence management or platform event-based numbering

HIGH - Address Soon After Go-Live

  • Monitor for duplicate program numbers in high-volume creation scenarios
  • Add error handling for sequence extraction failures

MEDIUM - Future Enhancement

  • Consider using Custom Metadata or Platform Cache for sequence management
  • Implement retry logic for concurrent creation conflicts
  • Add validation to prevent manual program number modification

LOW - Monitor

  • Track monthly application volumes to ensure 5-digit sequence is sufficient
  • Monitor query performance as application volume grows

Maintenance Notes

Complexity: Medium - Sequential numbering with date formatting and string manipulation Review Schedule: Semi-annual review recommended Concurrency Warning: Before-save flows with sequential numbering can create race conditions Performance Impact: Queries all records ordered by Name DESC - may slow with large data volumes Testing: Requires concurrent create testing to validate uniqueness