Content Manager 25.1 Content Manager

# Modifying record numbers

Record numbers are generated according to the numbering settings configured in a record's Record Type.

See Record Type Numbering page.

Modifying the record number of a single record

1. Search for the record whose number you want to modify
2. Right-click the record and select Administrative Tools - Record Numbers.

   The Record Numbers dialogue box appears.

   You must modify both the Record Number field and the Expanded Number field.

   Otherwise, you will have an incorrect record number and cause confusion when searching and sorting records.

   If you are using number compression for the Record Type, the expanded number will reflect the pattern in the number pattern section

   If you are not using number compression, the two displayed numbers should be the same.

   If the number has already been used, Content Manager will not accept the change.

3. Click OK.

Other fields in this dialogue box

- Barcode - this is the internally Content Manager generated barcode number.

  This number cannot be modified.

- Foreign Barcode - enter, modify or remove a foreign barcode number attached to a record.

  See Entering foreign barcodes.

- Last Number for Content Numbering - indicates the last number used in a container when creating records using the Based on Container Record Record Type option.

  You can manually enter a number if you want the contained record's number to start from a particular number.

  See Based on Container.

- Renumber Parts (if possible) - renumbers all the parts in the selected record's sequence of parts.

  This is useful if records within the sequence of parts have been deleted.

  NOTE: Renumber Parts only applies to the part component of a record number.

  Record numbers are not affected by this option.

Modifying the record number of multiple records

This option allows a bulk change of record numbers. It is a useful tool if your organisation has had to change Record Type numbering patterns, or if there has been a restructure which requires records to be moved to different Record Types.

1. Search for and tag the records whose number you want to modify
2. Right-click the record and select Administrative Tools - Record Numbers.

   The Record Number dialogue appears. Select All Tagged Rows and then click OK.

   The Record Number - All tagged Records dialogue appears.

3. If the record numbers are to be updated even if the numbering pattern is the same, select Renumber record even if the number matches the pattern.
4. Click OK.

The Record Number - All tagged Records dialogue appears. Select the required actions, see All Tagged Items dialogue box for details.

5. Click OK on the confirmation dialogue.

Related information

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Version 25.1 | Last updated January 2025
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Product: Content Manager 25.1

Topic Title: Modifying record numbers