About System-Managed Object Record Names

You can configure Vault to automatically populate and manage the standard name__v field on any custom object.

How to Configure System-Managed Object Record Names

To configure system-managed object record names:

  1. From Admin > Configuration > Objects, create a new object or click into an existing one.
  2. Open the Fields tab, click into the name__v object field name, then click Edit.
  3. Select the System manages field value (read-only) checkbox. Note that this option is not available for standard objects.
  4. Optional: Select the Enforce sequential numbering (record creation is slower) checkbox.
  5. In the Value Format field, enter values to apply to the object records. You can also use the token tool to pick from a list of valid tokens to insert in the Value Format field, or enter a literal string. Vault supports tokens for Text, Number, and single value Picklist object fields at this time.
  6. In the Starting Number field, enter a starting number for the sequence. 
  7. Click Save.

When creating new records for the object, the object record name will be automatically populated according to the configuration settings. These will be read-only (non-editable). Existing object records will retain their original name__v values.

About Value Formats

The Value Format setting allows you to define how the object records will be named. The default value format is set to VV-{######}. This format can be modified according to the settings below.

  • You can place literal strings, such as VV or UU, before (prefix) or after (suffix) the sequence number placeholder {###}.
  • Field tokens from the same object use the format {fieldname__v} and {fieldname__c}. The token uses the name (not label) of the object field. For example, {status__v} inserts the Status value for the record name from the same object.
  • Field tokens from outbound relationship (parent and reference) fields use the format {parent__cr.name__v}. Here, _parent__c_r represents the relationship name and name__v represents the name field on the related object.
  • You can put a sequence number token using {####}. Each “#” sign in the sequence number placeholder indicates a “0” value padding of the sequence number.
  • The maximum length is 128 characters.
Value Format Starting Number 1st Object Record 2nd Object Record 3rd Object Record
VV-{#} 1 VV-1 VV-2 VV-3
VV-{######} 10 VV-000010 VV-000011 VV-000012
Product-{####} 100 Product-0100 Product-0101 Product-0102
Study-{####}-CC 1000 Study-1000-CC Study-1001-CC Study-1002-CC
VV-{###}-{status__v}-{products__cr.name__v} 001 VV-001-Active-Cholecap VV-002-ActiveCholecap VV-003-Active-Cholecap
{product__v.name__v}-{country__v.name__v}-{####} 0001 Cholecap-Japan-0001 Cholecap-Japan-0002 Cholecap-Japan-0003

Note that the sequence numbers are not always incremented sequentially.  To ensure that values are created in a sequential order, select the Enforce sequential numbering option.

Using Tokens

The token selector allows you to use field tokens to automatically set object record names. You can select field tokens from the same object or from objects with outbound relationships. Additionally, you can enter a name expression in the Value Format field using the same format settings listed above. Vault supports tokens for Text, Number, and single value Picklist object fields at this time.

Sequential Numbering

The Enforce sequential numbering option ensures that system managed field names for new records are sequentially numbered and increased by 1. Sequential numbering is based on the value specified in the Starting Number field. If a record using sequential ordering is deleted, Vault does not reuse the record number. Based on the example above, if you delete the Product-0100 record, Vault will use Product-0101 for the next created record. Note that the Value must be unique option does not impact this setting.

About Starting Numbers

The Starting Number setting allows you to define the value of the first object record created. You can enter any non-zero, positive integer up to 32 characters in length. The default starting number is 1.

Once implemented, Vault maintains a sequence number counter and increments the value on each subsequent new record.

If system-managed names have been previously implemented and you’re editing the starting number value:

  • The new starting number must be greater than the current value displayed. Vault displays the next available number.
  • When selecting higher values than the current value displayed, the existing unfilled values will not be populated. The next object record created will start from the new number specified in the sequence.
  • Upon saving, Vault will check to see if the value is valid (higher than previous existing values on the object) and will return an error message if invalid.

If changing these values, the new values will be applied to all new object records created after the change. Existing object records will retain their original values.

Creating or Editing Object Records with System-Managed Names

When creating or editing object records for objects in which the name is system-managed, the Name field is read-only (non-editable). Upon saving the new object records, the system-managed name will be displayed.