Modify the ID Templates

The Manage ID Template specifies how fields will be included and arranged to construct the Record ID of records belonging to a given family.

Note: Record IDs that are constructed based on the ID Template are stored in the ENTY_ID field in the database. The character limit of the ENTY_ID field is 255. Record IDs will be truncated, if necessary, to fit in the space allowed. For example, if the ID Template is made up of two character fields, each of which has a character limit of 255, the Record ID has the potential to contain 510 characters, but will always be truncated so that it does not exceed 255 characters.

Steps

Access the Family Management page.
Select the family whose ID Template you want to modify.

The workspace for the selected family appears, displaying the Information section.
Select Manage ID Template.

The Manage ID Template window appears, displaying the Current ID Template and New ID Template sections. The Current ID Template section displays the existing ID Template. The New ID Template section displays the changes that you make to the ID Template. As the field IDs are rearranged, the order of fields within the New ID Template section changes.
In the Select a field to add to template box, select the field that you want to add to the ID Template.

The field is added to the Field Caption.
As needed, change the order of the fields that will be used to construct the Record ID by selecting the field in the Field Caption and moving it up or down the list.
As needed, select the button appearing next to a field to remove that field from the ID Template.
As needed, in the Delimiter column, enter a delimiter for each field.

The delimiter will be used to separate different fields (e.g., an ellipsis or a dash).
Select Save.

A confirmation message appears, indicating that the ID Template is modified.

Results

Modifying the ID Template will update all the records for:

Any updates made to the ID Template, such as adding or deleting a field, adding a delimiter, or reordering the fields in the template ID.
Any updates made to the behavior of the fields.

Note: When you create a new record, the Record ID for that record is constructed using the ID Template that exists for the family at that time. If you make changes to a family's ID Template after records exist in that family, it will update the Record IDs in existing records with new IDs that are based on the updated ID Template.