Identification types

Identification types are the kinds of official document your employees hold — national ID, passport, driving licence, residence permit. Each type also defines how its numbers must look, so a mistyped passport number is caught when it is entered rather than discovered later. Define the types once here, then record each employee's documents against them on the employee's identifications page.

Accessing identification types

Navigate to Human resources > Setup > Identification types.

The grid lists every type with its Code, Description, the Allowed characters and Length (for types that use simple rules), the Format (for types that use a pattern), and whether the number is Unique across employees.

Creating an identification type

1. Select New from the toolbar. A blank row appears at the top of the grid, ready to edit.
2. Fill in the row:
   • Code: A short identifier, up to 20 letters, digits, hyphens or underscores (e.g., PASSPORT, DRIVING_LICENSE). Letters are stored in upper case. The code cannot be changed after the type is saved.
   • Description: The name shown in lists and pickers (e.g., Passport).
   • Allowed characters and Length, or Format: How numbers of this type are validated — see Number rules.
   • Unique across employees: Select to prevent the same number being recorded for two different employees.
3. Select Save. Select Cancel to discard the row.

While a row is being edited, the rest of the toolbar is unavailable until you save or cancel.

Number rules

Every type validates its numbers in one of two ways. Choose the one that fits the document.

Simple rules

Use these when the document has no fixed layout.

• Allowed characters: Any characters, Letters and digits, or Digits only.
• Length: The exact number of characters. Leave it empty to accept any length.

Pattern

Use a pattern when every number follows the same layout, such as a national ID printed as 784-1990-1234567-1. Each character of the Format is either a placeholder or a fixed separator:

Character	Accepts
#	One digit
@	One letter
*	One letter or digit
Anything else (-, /, ., a space)	That exact character, at that position

A format needs at least one placeholder and can be up to 50 characters. Letters and digits cannot be used as fixed separators, and the format cannot begin or end with a space. For example, ###-##-#### accepts 123-45-6789, and @####### accepts N1234567.

info

A type uses either simple rules or a pattern, never both. Entering a Format clears the Allowed characters and Length of that row, and while a format is present those two cells are shown as unavailable (—).

Editing in the details pane

Selecting a row opens the Details pane beside the grid, with the same fields in a form. Use it when you prefer a form to editing inside the grid, or to work out a pattern with some help.

• Number rules switches the form between Simple rules and Pattern. Switching clears the fields of the other mode.
• For a pattern, the pane lists what #, @ and * mean and shows an Example number that fits the pattern you typed.
• Try a number checks a sample number against the rules as you type, telling you whether it would be accepted or why not. Use it to test a pattern before saving.
• Save applies the change to the type; Reset restores the saved values.

The pane and the grid edit the same row, so use whichever you like — but not both at once. While a row is being edited in the grid, the pane shows it read-only and asks you to save or cancel there first.

Select Details on the toolbar to hide or show the pane, or the close button at the top of the pane to hide it. Selecting a different row shows it again. Drag the pane's left edge to resize it; the width is remembered.

Editing an existing type

1. Select the type's row, then Edit on the toolbar, and change the cells. Alternatively, change the fields in the details pane.
2. Select Save.

attention

Changing a type's rules does not re-validate numbers that are already recorded. Existing identifications keep their numbers as they are; the new rules apply to numbers entered or edited from now on.

Deleting an identification type

1. Select the row, then Delete.
2. Confirm the action in the dialog.

A type that employees' identifications still use cannot be deleted. The message states how many identifications use it; remove or change those identifications first.