Completely custom naming standard.
Overview
Instead of using simple text fields, you can create structured naming formats with multiple fields, validation rules, and required components to ensure consistency across your organization.
Getting Started
What is Custom Naming?
Custom Naming allows you to replace simple name fields with structured, multi-part naming conventions. For example, instead of entering "Widget A" as a single text field, you might configure a naming convention that requires:
Type (Dropdown): Widget, Bracket, Assembly
Material (Dropdown): Steel, Aluminum, Plastic
Size (Number): Size in mm
Revision (Text): Revision code
This ensures all items follow a consistent naming pattern and include all necessary information.
Accessing Custom Naming Settings
Navigate to Settings (typically found in the main settings menu)
Select Custom Naming from the settings sidebar.
You'll see configuration panels for each entity type
Understanding Entity Types
Custom Naming can be configured separately for three different entity types:
1. Make Items (Manufactured Items)
Items that are manufactured or assembled in-house. These are products you make.
Common Use Cases:
Assemblies with multiple components
Custom manufactured parts
In-house produced products
2. Buy Items (Purchased Items)
Items that are purchased from vendors or suppliers. These are products you buy.
Common Use Cases:
Raw materials
Purchased components
Inventory items from suppliers
3. Service
Service-based items or billable services.
Common Use Cases:
Subcontracted work such as
Nondestructive Testing
Finishing (Powder Coating or Anodizing)
Outside Processing
Configuring Custom Naming
Accessing Configuration for an Entity Type
Each entity type has its own configuration panel. The interface allows you to:
View existing naming convention fields
Add new fields
Reorder fields via drag-and-drop
Configure field properties
Remove fields that are no longer needed
Adding a New Field
Click the "Add Field" button
A new field configuration row will appear
Configure the field properties (see below)
Field Configuration Properties
Each field in your naming convention has the following properties:
Field Name
The label or identifier for this field
Will be displayed when users create or edit items
Restrictions:
Cannot start with $ or .
Cannot include dots (.) anywhere in the name
Should be descriptive and clear
Field Type
Choose from three field types:
Text - Free-form text input
Number - Numeric input only
Dropdown - Predefined list of options
Required Field Toggle
Toggle on to make this field mandatory
Users will not be able to save an item without filling in required fields
At least one Text field must exist in the configuration
Field Options (Dropdown Only)
When Field Type is set to "Dropdown", you can define the available options
Add multiple options that users can select from
Options appear in a dropdown menu when creating/editing items
These fields may have predefined behavior in the system.
Reordering Fields
Fields can be reordered to change how they appear in the user interface:
Click and hold the drag handle (typically on the left side of the field row)
Drag the field up or down to the desired position
Release to set the new order
The order affects how the structured name is displayed and entered
Handle on the left.
Removing Fields
To remove a field from the naming convention:
Locate the field you want to remove
Click the delete/remove button (typically a trash icon or X)
The field will be removed from the configuration
Note: Ensure at least one Text field remains in your configuration.
Saving Your Configuration
After making changes, review your field configuration
Ensure at least one Text field exists
Verify all required fields are properly configured
Click Save or Confirm to apply the changes
The system will validate your configuration and display any error.
Field Types
Text Fields
Use For:
Part descriptions
Revision codes
Serial numbers
Free-form identifiers
Notes or comments
Characteristics:
Accepts alphanumeric input
Can include special characters (with some restrictions)
Flexible length
Cannot include certain characters for QuickBooks compatibility: , ; : "
Example Uses:
"Revision": A, B, C, Rev1, Rev2
"Description": Brief part description
"Suffix": Additional identifier
Number Fields
Use For:
Sizes and dimensions
Quantities
Version numbers
Numeric identifiers
Sequence numbers
Characteristics:
Accepts numeric input only
Can include decimals
Validation ensures only numbers are entered
Example Uses:
"Size": 100, 250, 500 (mm)
"Quantity": 1, 10, 100
"Version": 1, 2, 3
Dropdown Fields
Use For:
Predefined categories
Material types
Standard sizes
Status indicators
Department codes
Characteristics:
Users select from a predefined list
Ensures consistency across all items
Prevents typos and variations
Must define options during configuration
Example Uses:
"Material": Steel, Aluminum, Plastic, Brass
"Category": Widget, Bracket, Assembly, Component
"Finish": Powder Coat, Anodized, Painted, Raw
Setting Up Dropdown Options:
Set Field Type to "Dropdown"
Click "Add Option" or similar button
Enter each option value
Add as many options as needed
Options will appear in alphabetical or entry order
Working with Custom Names
Creating Items with Custom Naming
When creating a new item (Make Item, Buy Item, or Service), if custom naming is configured:
Instead of a single "Name" field, you'll see multiple fields based on your configuration
Fill in each field according to the naming convention
Required fields will be marked and must be completed
Dropdown fields will show the predefined options
The final item name will be composed from all the field values
How Names are Composed
The system automatically combines your field values into a complete name. The exact format depends on how fields are ordered in your configuration.
Example Configuration:
Field 1: Category (Dropdown) - "Widget"
Field 2: Material (Dropdown) - "Steel"
Field 3: Size (Number) - "100"
Field 4: Revision (Text) - "A"
Resulting Name: The fields are combined according to your system's naming rules.
Editing Items with Custom Naming
When editing an existing item:
The structured name fields will be displayed
You can modify individual components
The system will validate required fields
Changes are saved when you confirm the edit
Validation and Error Handling
The system validates your input and will prevent saving if:
Required fields are empty
Field names violate naming rules (start with $ or ., contain dots)
Number fields contain non-numeric values
QuickBooks-restricted characters are used (, ; : ")
Error messages will guide you to correct the issues.
Best Practices
Planning Your Naming Convention
Before configuring custom naming, consider:
Consistency Across Entity Types
Use similar structures for Make Items and Buy Items when possible
Maintain consistent terminology (e.g., always use "Material" not sometimes "Mat" or "Type")
Required vs. Optional Fields
Only mark fields as required if they're truly necessary for every item
Too many required fields can slow down data entry
At least one Text field is mandatory
Field Order
Place the most important identifying information first
Follow a logical hierarchy (Category → Material → Size → Revision)
Consider how the name will read when composed
Dropdown Options
Keep dropdown lists focused and relevant
Avoid creating too many options (if you have 50+ options, reconsider the structure)
Use consistent naming in dropdown values (all uppercase, title case, etc.)
Naming Convention Examples
Make Items - Custom Assemblies
Category (Dropdown): Assembly, Subassembly, Component
Product Line (Dropdown): Series A, Series B, Series C
Part Number (Text): Alphanumeric identifier
Revision (Text): A, B, C, etc.
Buy Items - Raw Materials
Material Type (Dropdown): Steel, Aluminum, Plastic, Brass
Grade (Dropdown): 304, 316, 6061, 7075
Form (Dropdown): Sheet, Bar, Tube, Plate
Size (Number): Dimension in mm or inches
Advanced Topics
Integration with QuickBooks
If your system integrates with QuickBooks, be aware of naming restrictions:
Restricted Characters:
Comma (,)
Semicolon (;)
Colon (:)
Double quote (")
These characters cannot be used in field values that sync to QuickBooks. The system will validate and prevent their use.