• SUBMISSIONS AND APPROVALS • SETUP GUIDE

How to Customize Application Reference Numbers

By Rivio Support Team
2 min read

What you will achieve in this guide

Follow this step-by-step documentation to configure custom B2B registration forms, approval workflows, and customer tagging.

EXPECTED SETUP TIME 5-10 Minutes
COMPATIBILITY All Shopify Themes & Plans
TECHNICAL DIFFICULTY Zero Code Required

Use a readable sequence and date-based reference format to identify Shopify wholesale submissions.

Before you begin

Find the intended application by form, reference, and applicant email. Read its current status and original answers before changing a decision. Approval can affect customer tags, company records, emails, and connected integrations.

Use references to identify an application

Readable reference numbers can combine a sequence and date using the supported format tokens shown in the app. They let reviewers and support identify an application without sharing all of its personal information.

Use the exact token syntax from the settings helper and test the format with a new submission. A reference such as WS-2026-0042 is an identifier, not evidence that the application is approved or that it belongs to a particular Shopify customer.

Set up this workflow

  1. Open the form Settings and select Advanced.

  2. Find Application reference and Reference format.

  3. Enter the desired format using the sequence and date tokens supported by the app’s helper text.

  4. Review Next reference to see the resulting format.

  5. Save the form settings.

  6. Submit a new application and confirm its reference matches the previewed pattern.

Example

Use a business prefix and sequence so your team can discuss a reference such as WS-2026-0042 without relying on applicant names.

Expected result

A new application receives the configured readable reference, which can be matched to its submission detail.

Limits and important behavior

  • Use the token syntax shown in the app rather than guessing placeholders.
  • A reference is an identifier for your workflow, not proof of approval.
  • Changing the format should be tested with new submissions.

Troubleshooting and verification

If you cannot find an application, clear status, form, and date filters before searching its reference or email. If an action has already run, inspect the current status and linked Shopify records before repeating it.

Screenshots to add

Screenshot placeholder: Capture the relevant app screen for “How to Customize Application Reference Numbers” after completing the setup. Show the controls used to open the form Settings and select Advanced. Add a second screenshot showing the result of this check: Submit a new application and confirm its reference matches the previewed pattern. Use dummy applicant details and mask any secrets.

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