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Manage GSI ID format

  • The GSI ID system is the heart of unique identification in GSI2. Each record in the system receives a unique identifier that can be configured according to your organization's needs. This guide will walk you through configuring and managing GSI ID formats for different system entities.

    Understanding GSI ID

    What is GSI ID?

    The GSI ID is a unique identification code that is automatically assigned to every record created in the system. It can be configured with different combinations of text, dates, and numbers to create a format that reflects your organizational structure and tracking needs.

    Examples of GSI ID formats

    • Numeric only: 00000001, 00000002, 00000003...
    • With company prefix: HTLC-2025-00001
    • With full date: 20250101-IND-0001
    • Complex format: IT-COMP-2025-01-00042

    Accessing GSI ID Configuration

    1. Navigate to General Tables
      From the main menu, access the "General Tables" or "Setup & Tables" section.
    2. Select "GSI ID" or "GSI ID Coding"
      Click on the item to open the configuration interface.
    3. View existing configurations
      You'll see a table with current configurations for different entities, showing the current format and generation parameters.

    Configuring a New GSI ID Format

    Entity Selection

    1. Choose the entity to configure
      From the dropdown menu on the right, select the entity for which you want to configure the GSI ID:
      • Companies
      • Individuals
      • Business Units
      • Departments
      • Teams
      • Documents
      • Tickets
      • Other available modules
    2. Click the configuration button
      Once the entity is selected, click the button to open the configuration panel.

    Building the Format - Step by Step

    1. Add the first part of the code
      Click "Add part" to start the configuration.
    2. Select the component type
      Choose from available options:

      TEXT Option

      • Enter fixed text that will appear in the code
      • Example: "HTLC", "USA", "DOC"
      • This text will appear the same in all generated codes

      DATE Option

      • Select the desired date format from the dropdown
      • Available formats:
        • YYYY (4-digit year: 2025)
        • YY (2-digit year: 25)
        • MM (month: 01-12)
        • DD (day: 01-31)
        • YYYYMMDD (full date: 20250115)
        • YYYY-MM-DD (date with separators: 2025-01-15)
      • The date is automatically inserted when the record is created

      NUMBER Option

      • Length: Define how many digits the number will have (e.g., 5 for 00001)
      • Start from: Set the starting number for the counter (default: 1)
      • The system automatically increments for each new record
    3. Add more parts (optional)
      You can combine multiple elements by clicking "Add part" again:
      • Example: TEXT "DOC" + DATE "YYYY" + NUMBER "00001"
      • Result: DOC2025000001
    4. Add separators (optional)
      Between parts you can insert separators like "-" or "/" by adding a TEXT part with the desired character.
    5. Preview the format
      The system shows a preview of the format that will be generated.
    6. Save the configuration
      Click "SAVE" to apply the new format. New records created from this point will use the configured format.

    Practical Configuration Example

    Let's say we want to create a GSI ID for Individuals with format: IND-2025-01-00001

    1. Select "Individuals" from dropdown
    2. Add part 1: TEXT = "IND"
    3. Add part 2: TEXT = "-"
    4. Add part 3: DATE = "YYYY"
    5. Add part 4: TEXT = "-"
    6. Add part 5: DATE = "MM"
    7. Add part 6: TEXT = "-"
    8. Add part 7: NUMBER with length 5, start from 1
    9. Save configuration

    Modifying an Existing Configuration

    1. Select the configured entity
      From the dropdown, choose the entity whose format you want to modify.
    2. Click "Update code"
      The panel with the current configuration will open.
    3. Modify components
      You can:
      • Delete existing parts
      • Add new parts
      • Modify parameters (number length, date format)
    4. Save changes
      Click "SAVE" to apply changes.

    Important: Changes to the GSI ID format only apply to new records. Existing records keep their original GSI ID.

    Best Practices and Tips

    • Plan before configuring: Define a consistent coding strategy for the entire organization
    • Use meaningful prefixes: They help quickly identify the record type
    • Consider growth: Set adequate numeric length (5 digits = up to 99,999 records)
    • Document conventions: Maintain documentation of adopted coding conventions
    • Test before deployment: Try the format in a test environment before applying it in production