Avoid confusion when multiple records share similar names.
Enter or scan a short code (e.g., 'INV-101') to instantly find a specific record.
Use consistent codes across your organisation for quick and clear communication.
Each record keeps a consistent ID even if it's deleted or restored, giving you an accurate history.
Align your Kinabase records with your existing or legacy processes & systems.

How to Enable and Configure Unique Identifiers

1. Open Collection Configuration

Go to the collection you want to configure.
Click the ⋯ (options menu) at the top-right and select Configure, or right-click the collection name in the sidebar and choose Configure.

2. Go to the 'Details' Tab

Under Setup, click Details.

3. Enable Identifiers

Toggle Identifiers from 'None' to Number, Abbreviation, or Custom.

4. Choose an Identifier Format

Prefix: A short label that describes the collection
(e.g., 'PR', 'IMG', 'INV').
Minimum Digits: Defines how many digits appear after the prefix
(e.g., 3 digits yields 001, 002, 003).
Next ID: The starting number for your next new record
(useful for migrating existing IDs).

5. Save

Click Update to confirm. Future records will now include an auto-generated unique ID in the format you specified.

Examples of Identifier Formats

Basic Numbering:

PR-001, PR-002, PR-003

Abbreviation Only:

ABC-1, ABC-2, ABC-3

Custom Combination:

PROJ-{abbreviation of client name}-0001 (requires Custom mode)

Once a record is created, its ID cannot change - even if the record’s fields
Field
A column in a Collection that stores a specific type of information for each Record, such as text, number, or date.
are edited. Plan your format carefully if you already have data in use or legacy numbering systems to align with.

Migrating Existing IDs

If you’re moving from another system and want to keep your existing numbering:

Set the Prefix to match your old format.
(e.g., 'IMG').
Adjust 'Next ID' to one higher than your last used number.
(e.g., 153 if your last record was 152).
Save your changes.
Newly created records will continue numbering without duplicates.

Why Identifiers Might Skip Numbers

Deleted Records:

Every record gets an ID, even if it’s later deleted. Once a number is used, it is never reused, ensuring no confusion or duplication.

Preserved History:

This practice maintains a consistent audit trail, so if a deleted record is restored, it keeps its original ID.

Custom ID Formats (Optional)

Kinabase also supports Custom ID formats - if you need more than just a prefix + number:

Select 'Custom' in the Identifiers section.
Click the Pen Icon to edit the ID pattern. You can combine fixed text, auto-incrementing numbers, or fields like 'Company Name' to form your identifier.
(e.g., PR-CompanyName-001)
Save your new format.
Plan Carefully - changing an established ID format can cause confusion if records are already in use.

Configuring Unique Identifiers lets you keep large data sets organised, and ensures each record is easy to find, reference, and manage - even as collections grow.

If you have questions or run into any issues, consult our Help & Support or reach out to your System Admin.

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