Record Locators

Designer > Data > Objects > {object} > [Record Locators]

The Record Locator option provides the ability to define three types of fields by which you can locate records in objects.

• Lookup and Search Results Fields
• Record Identifier Fields
• Search Fields

As a good practice, Record Locator fields should always have a value; they should never be empty.

Lookup and Search Results Fields

The fields selected in this option define the columns that will appear in the Lookup Window, or in Search results.

Record Identifier Fields

> Customization > Objects > {object} > [Record Locators] > Record Identifier Fields

A Record Identifier (also known as a "record name") consists of one or more fields that are displayed when a record has been selected. (When multiple fields are specified, their values are separated by hyphens and displayed as the value of a Lookup field.)

About Record Identifiers

Ideally, a Record Identifier unique label that distinguishes one record from another (although it need not be). These labels can be seen in Views and Records.

When a new object is created, the first three fields defined in the object are used to form the default Record Identifier. The Record Identifier can be changed at any time.

Tip: To ensure that the record identifier is unique, use it to define a Unique Key Index. Modifying fields that form the record locator for an object using Business Rule actions is NOT recommended. This modification can cause the subsequent actions in rule sets to fail.

Example

In this example, the Customer object specifies the customer_name field as the Record Identifier. When the customer has been selected in a Lookup, the customer_name field is displayed to indicate which record was chosen.

Eligible Record Identifier Fields

In general, fields that are available for use as record identifiers resolve to a single alphanumeric value of moderate size. When you use Enumerated Fields as Record Identifier, the values are displayed and not the labels.

One Lookup field may be specified.

These fields cannot be used:

File Image Text Area

Custom Control Url Rich Text Area

Search Fields

This option defines the field(s) in a record that are used for search. When choosing fields as search fields, it is good practice to choose fields likely to contain unique information and to exclude large text fields, which can slow the process.

For example, in a Parts Inventory object, the most likely fields to search are:

• part number
• part name

Although other fields are available, these fields, for example, would not be "searchable":

• part description
• quantity
• price

The value(s) in the search field(s) will be used for a maximum of 1024 characters when searching for a match. For example, if two fields are designated as search fields, a Text field of 30 characters and a Text Area field of 2000 characters, the values used in the search will be the concatenation of the 30 characters from the Text field with the first 994 characters in the Text Area field.

Update Record Locators

To update an object's record locators:

1. Click Designer > Data > Objects > {object}
2. Click the [Record Locators] button
3. Select the fields you want to use as Lookup and Search Results Fields in the Available column, and click the right-arrow button to move the field(s) into the Selected list. Use the up- and down-arrow buttons to arrange the order in which they appear in the Lookup window (from left to right). These are the columns that will appear in the Lookup window. The name field appears as the default column, which you can keep or remove.
4. Select the fields(s) you want to serve as Record Identifier Fields, and move them to the Selected list. These are the fields through which you can link objects together. You can keep or remove the default field.
5. Select the field(s) you want to use as Search fields, and move them to the Selected list. You can keep or remove the default field.
6. Click [Save].
   The fields you selected are listed in the Record Locators tab.

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