Catalog number format is one of the few things that cannot be changed in Specify once the database has been created. In order to change the catalog number format, you have to make changes in Specify and to several tables in MySQL. You must be logged into Specify as an admin level user and know your IT user information in order to complete the steps involved. You must also have MySQL Workbench installed to follow these instructions.
You cannot change the catalog number format if you already have Collection Object records in your database that have Catalog Numbers that do not match the format you want to use. If you already have Collection Object records with a different format, you will have to change the numbers via MySQL before you can create the new format.
Before making any significant changes to your database, such as changes in MySQL, you should backup your database.
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In the MySQL WorkBench, log in as the “root” user for the database.
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Find your database in the list of Schemas and click the triangle next to your database name.
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Click the triangle next to Tables to reveal the full list of tables.
- Find the autonumberingscheme and right click to reveal a hidden menu. Select Edit Table Data from the list.
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In the autonumberingscheme table, scroll over to FormatName and replace the current value in the field with the title of the format you created. It must be an exact match.
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If your format contains more than just numbers, make the value in the IsNumericOnly field with a 0. If the format is purely numeric, make the value a 1.
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Click a different field then click Apply.
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Scroll down to the Collection table, right-click it to reveal the menu and select Edit Table Data.
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Scroll over to the CatlogFormatNumName and replace the current value with the title of the format you created. It must be an exact match.
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Click a different field then click Apply.
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Exit out of MySQL and restart Specify