3 min read

Feature

The Item ID column is a multipurpose column that displays a unique number associated with each item. That number is the number we use internally to identify an item. Let's explore the column a bit more to see if it can be useful to you and your team! 1️⃣ 2️⃣ 3️⃣

How to add it

To add it, click on the "+"  icon located on the top right of your board. Then click on "More columns" at the bottom of the menu that appears. Once in the Column Center, search for and select "Item ID". 

Once the column is added, each item on your board will display a unique number in the Item ID Column. 

Settings

To adjust the settings of the column, click on the three dots to the right of the column name, hover over "Settings", and select "Customize Item ID column". 

From within the settings you can choose to configure your item ID column either by a randomly generated number with the "ID number" option, or customize your item ID via the "Custom key" option. 

Note: Read the sections below on the ID number and Custom key settings to understand the different available settings for the Item ID Column. 

ID number 

The default setting when adding an Item ID Column to your board is the "ID number" setting. This setting will automatically generate a random number for each item on your board. The number will be unique to that specific item on the board, however it will not have any further identifiable features. 

You can easily share an item ID number by clicking on the cell which will copy the details to your clipboard. By selecting either the "Item URL" or "Item number" from the settings menu, you can choose what to copy when you click on the cell. 

Custom key 

When selecting "Custom key" from the Item ID column settings, you will be able to choose a unique prefix for your item ID. In the below example for our graphic requests board we have used "GR" as the unique identifier for Custom key on this board. 

The Custom key created is specific to each item on the board, and therefore if you move an item around the board, the unique ID will remain fixed to that item. 

Note: The Custom key prefix chosen can only be used on one board on the account. If you attempt to use the same prefix on another board an error message will appear informing you that the prefix is already in use. 

You can also set the length of the custom key numbering by selecting the number of leading zero that will be added to your custom key item ID. Once in the column settings, click on the "+ Show more" under the "Custom key" section, and select the number of leading zeros you require. 

Note: The maximum number of leading zeros for the Custom key is 12. 

You can easily share an Custom key item ID by clicking on the cell which will copy the details to your clipboard. By selecting either the "Friendly URL" or "Custom key" from the settings menu, you can choose what to copy when you click on the cell. 

Note: Item ID's are technical data. If users include personal data in these ID's it will be subject to monday.com's Privacy Policy. 

FAQ's

What happens to subitems with an Item ID Column? 

• Subitems will receive different prefixes to regular items. If you convert a subitem to an item, it will receive a new prefix to align with the boards item, as if it is a new item on the board. 

What happens if I move an item from my board to a different board, and back again?

• In this case the item will not maintain its original item ID but rather will receive a new ID number. 

If an Item ID Column is deleted, does the prefix become available on other boards?

• Yes. Once the column is deleted the prefix is no longer active for that board and becomes usable by other boards on the account. 

If I change between "ID number" and "Custom key", will the custom key be remembered and return to what it was?

• As long as you have not saved the settings, the Custom key will remain the same. 

If I have a "Custom key", and then change to "ID number", does the custom key become available on other boards?

• Currently, this option is not available. The prefix is saved per column even if the user moves to ID number. The column has to be deleted in order for the Custom key to become available on other boards. 

What happens if the column is duplicated? 

• The new column will automatically receive a new item ID. 

Can an item have multiple Custom key prefixes in different columns?

• It is possible for an item to have multiple custom key prefixes in different item ID columns. 

Is there a way to find which board is using a specific custom key?

• At present, this feature does not support the ability to search for a specific board that is utilizing a specific Custom key. It is also not possible to search for a Custom key via "Search everything". 

If I create an item and then delete it, the next item I create an item with the same name, will the ID be the same as before or be added as a new ID? 

• The item will follow the order of the item numbering and be given a new ID.