Record Type Settings

Record Type Settings define the behavior of each record type in Simplicity RMS. A record type represents a category, such as Box, File, Employee Record, Invoice, Asset, Client, or Document. These settings specify the record type name, display format, associated form, barcode, and RFID generation, label configuration, and daily workflow handling.

Type Name

Type Name is the internal system name for the record type. This is usually a simple lowercase name without spaces, such as:

• box
• file
• employee
• asset
• invoice

The system uses this value internally. Keep it simple and consistent. Changing the Type Name after use may impact existing records, links, reports, labels, or workflows.

Example: if the record type is for employee files, the Type Name might be employee_file.

Icon

Icon sets the visual symbol for this record type. The icon helps users quickly identify record types. For example, a box record may use a box icon, a person record may use a user icon, and a document record may use a file icon. Icons are especially helpful in search results, linked records, custom displays, menus, and dashboards. The full list of available icons can be found under Control Panel > Icons.

Example: A record type called Legal File might use a folder icon.

Singular

Singular is the term used for a single record of this type. Example: For a record type that stores boxes: Box. The system uses this term in buttons, headings, forms, and messages.

Example Display

• Add Box
• Edit Box
• View Box

Plural

Plural is the term used for multiple records of this type. Example: For a record type that stores boxes: Boxes. The system uses this term in menus, lists, search screens, and headings.

Example Display

• Search Boxes
• All Boxes
• Manage Boxes

Record Display Text

Record Display Text sets the plain text name shown for each record. This is the human-readable label that helps users identify records throughout the system. Instead of displaying only a record ID, Simplicity RMS can show key field values.

Simple Explanation

Record Display Text answers: “What should this record be called?”

For example, an employee file could display as:
Smith, John - 58291
A box could display as:
Box 1042 - Human Resources
This setting affects how records appear in search results, labels, checkout screens, reports, history, and other areas of the system.

Using Shortcodes in Record Display Text

Record Display Text uses shortcodes in square brackets. The format is:
[field_name]
Each shortcode must match the internal field name, not the field label shown on the form. Use the field name from the form configuration. For example, if your form has these internal field names:

• box_number
• department
• last_name
• first_name
• employee_id
• barcode

You can use them inside Record Display Text like this:
Box [box_number] - [department]
That might display as:
Box 1042 - Human Resources
For an employee file, you might use:
[last_name], [first_name] - [employee_id]
That might display as:
Smith, John - 58291
For a client file, you might use:
[file_number] - [client_name]
That might display as:
F-88291 - Acme Corporation

Field Names vs. Field Labels

When using shortcodes, use the field’s internal name. Do not use the user-facing label. But the internal field name may be:
employee_id
In that case, the shortcode should be:
[employee_id]
Not:
[Employee ID]
A good rule is: use the field name from the form configuration, not the user-facing label.
Examples:
[barcode] - [name]
[file_number] - [client_name]
[box_number] - [department]
[last_name], [first_name]
[asset_tag] - [location]
[case_number] - [case_name]
[document_number] - [document_title]
Keep Record Display Text concise and easy to scan in lists, search results, labels, and linked-record references.

Record Display Text Best Practices

Use Record Display Text to create a clear, readable record name.
Good:
[box_number] - [department]
Good:
[last_name], [first_name] - [employee_id]
Avoid overly long display text like:
[box_number] - [department] - [description] - [created_date] - [status] - [location] - [notes]
This can make search results or linked records difficult to read. Record Display Text should be plain text.

Custom Record Display

Custom Record Display controls how a record appears visually when shown as a linked record. This is different from Record Display Text. Record Display Text is the plain text name of the record. Custom Record Display is the enhanced visual presentation, often including an icon, layout, styling, or extra details for a linked record. Simple explanation: Custom Record Display answers: “How should this record look when it is shown as a linked record?”

For example, Record Display Text might show:
Smith, John - 58291
Custom Record Display might show a linked-record card or badge with:
[user icon] Smith, John - 58291
This makes linked records easier to recognize, especially when users manage relationships between records. The Custom Record Display is configured using a visual UI component in Control Panel > Record Type Settings > Record Settings > Custom Display. Unlike Record Display Text, which is typed as a text pattern, the Custom Record Display is built by selecting and arranging display elements through the interface.

This setting controls the compact visual representation of a record when it appears as a linked record. For example, when one record references another, RMS can show a small card or icon-style preview to help users quickly recognize the linked item. The display can include an icon, supporting text, and other visual details depending on how it is configured. Icons are selected from the available icon library in the UI. The full list of available icons can be found under Control Panel > Icons.

Good Setup Example: Box

Record Display Text

Box [box_number] - [department]
Displays as:
Box 1042 - Human Resources

Custom Record Display

{{icon}} FIELD:box_number - FIELD:department
Displays as a visual linked record, like:
[box icon] 1042 - Human Resources
Record Display Text provides the plain name, while Custom Record Display enhances the appearance of linked Box records in the interface.

Label Type

The Label Type field identifies which label template RMS should use when generating or printing labels for records of that type. In a Local RMS environment, this field connects the record type to a locally available label design, allowing labels to be produced without relying on external cloud services. It ensures the correct layout, barcode format, field placement, and label styling are applied consistently for the intended workflow, such as folder, box, asset, or document tracking labels.

Form

Form specifies which form users complete when adding or editing records of this type. The form defines which fields appear for the record type. For example, an Employee File form may include employee name, department, employee ID, date hired, and file status. When a user adds a new Employee File record, Simplicity RMS shows the selected form. This setting is a primary method for customizing Simplicity RMS for client projects.

Field Format

Field Format lets Simplicity RMS generate a barcode value by combining data from fields on the record. Instead of using a plain sequential barcode, the administrator can enter a pattern with field placeholders, and the Barcode plugin will replace those placeholders with the actual record values. For example, a Field Format of {{department}}-{{box_number}}-{{folder_number}} could generate a barcode like: HR-014-238. for a Human Resources record in box 014, folder 238. This is useful when a customer wants barcodes to follow an existing filing structure, department code, box/folder system, or other meaningful business format.

Barcode Type

Barcode Type determines how barcodes are generated for this record type. Different customers may require different barcode strategies. Barcodes can be numeric, alphanumeric, field-based, counter-generated, or composed of multiple data elements. A box barcode might be generated as BX000123. A file barcode might use a department prefix HR-000456. This setting is critical for scanning workflows, check-in/check-out, retrieval, audits, and physical records management.

Rewrite Duplicates

Rewrite Duplicates determines how the system handles duplicate barcodes or identifiers. If this setting is enabled, the system may overwrite or regenerate duplicate values depending on the barcode workflow. When disabled, the system may preserve the existing value or prevent duplicate values from being generated. Configure this setting carefully, especially in live systems. Recommended use: Leave this disabled unless the project specifically requires replacing old or duplicate barcode values.

Last Generated Barcode

Last Generated Barcode stores the most recent barcode value for this record type. This is used for automatic barcode generation. The system references the last generated barcode to create the next one. If the Last Generated Barcode is 100045, the next generated barcode may be 100046. Do not change this setting manually unless correcting a barcode sequence.

Barcode Length

Barcode Length sets the number of characters or digits in generated barcodes. This is often used to pad barcode numbers with leading zeros. If the barcode number is 123, and the Barcode Length is 6, the generated barcode may be 000123. This helps keep barcode values consistent and easier to scan, sort, and read.

Casing

Casing controls whether generated values are converted to uppercase, lowercase, or another text casing format. This is useful when barcode values, record display text, labels, or formatted fields require a consistent appearance. If casing is set to uppercase: hr-file-001, may become HR-FILE-001. Consistent casing reduces confusion and makes printed labels and search results easier to read.

Express Field Width

Express Field Width sets the width of fields in Express-style forms or simplified entry screens. This setting helps control field layout for quick data entry. A short field like State may use a small width. A long field like Description may use a wider width. This improves usability by making forms cleaner and easier to complete.

Home Location

Home Location sets the default or expected location for records of this type. This is especially useful for physical records, boxes, folders, assets, or inventory items. The home location indicates where the item belongs when not checked out or moved. Home Location supports custody, movement, check-in/check-out, and audit processes.

RFID Type

RFID Type determines the RFID behavior or tag format used for this record type. Use this setting when records are tracked with RFID tags instead of, or in addition to, barcodes. record types may use different RFID tag strategies depending on the physical item, label type, scanner, or customer workflow.

Generate RFID

Generate RFID determines whether the system automatically generates RFID values for this record type. When enabled, Simplicity RMS creates RFID identifiers during record creation or labeling. When disabled, RFID values must be entered manually, imported, scanned, or assigned through another process. Enable this when Simplicity RMS should control RFID creation. Disable it if RFID tags are pre-existing, vendor-supplied, or assigned outside the system.

Setup Order

When configuring a new record type, follow this recommended order:

1. Set the Type Name
2. Set Singular and Plural
3. Choose an Icon
4. Assign the Form
5. Configure Record Display Text
6. Configure Custom Record Display, if needed
7. Choose the Label Type
8. Configure barcode settings
9. Configure RFID settings, if used
10. Set location-related options such as Home Location.
11. Review field layout options, such as Field Format and Express Field Width

Practical Example: Box Record Type

For a record type called Box, the settings might look like this:

This setup allows users to create boxes, print labels, scan barcodes, assign RFID tags, track locations, and easily identify each box throughout the system.

Practical Example: Employee File Record Type

For a record type called Employee File, the settings might look like this:

This setup provides employee records with a clear, readable name and enables linked records to display visually with an icon. Configure Record Type Settings with the end user in mind. The goal is to store data correctly and make records easy to identify, search, label, scan, move, and manage. The most important display-related settings are:

For most projects, align Record Display Text and Custom Record Display, with Custom Record Display adding the icon or enhanced presentation.

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