The merge description functionality is a way of merging description where you enter data or maintain data as few places as possible.
The merge description functionality in Business Central lets you build item descriptions automatically from structured data instead of typing free text. You maintain each piece of information in one place, and the system assembles it into the descriptions you need. If you change a value such as a wheel diameter from 29 inches to 27 inches, every merged description updates to reflect the new value.
You set up merge descriptions in the information code list, where you define four description types per information value: short description, long description, type description, and report description. This gives you clean, structured data that is easy to mass update and reuse across items and documents.
How merge description builds item descriptions automatically
The merge description functionality assembles an item’s description from the data you maintain, so you enter information in as few places as possible. The long description on an item, for example, is built automatically from the underlying values. You might see that the wheel diameter is 29 inches, along with the gear and other specifications, all pulled together into one description.
When you change a specification on an item, the merged description follows. If you set the wheel diameter to 27, you enter only the number 27 at the information level. The system displays it as “27 inches” in the long description because it merges the value according to your setup. After you reload the page, the long description on the item shows the updated value.
Why structured values beat free-text fields
The big advantage is that you enter a clean value rather than typing into a free-text field. With free text, the same specification ends up phrased differently on some items and missing on others. By entering only the specific value, you keep your data consistent across the board.
You name each attribute once, such as “wheel diameter,” and then you only insert the specific information for each item. That keeps the data clean and reliable to work with.
Setting up descriptions in the information code list
You configure everything in the information code list. At the top level, you define for each information value how the different descriptions should be built. There are four description types available:
- Short description
- Long description
- Type description
- Report description
These can differ per information code, so you decide which description belongs where in Business Central. The idea is that you name your attributes consistently and then map them to the right places.
Using merge descriptions for items, documents, and mass updates
You can use merge descriptions on documents as well as on items and item descriptions. Because the data is structured rather than free text, it is easier to work with and to mass update. In the information matrix, you can work with an attribute such as wheel diameter and mass update it with specific values, instead of editing a text field on each item one by one.
Q&A
What is the merge description functionality in Business Central?
It is a way to build item descriptions automatically from structured data. You maintain each value in one place, and the system merges those values into the descriptions you need, so you avoid entering the same information in multiple spots.
What happens to descriptions when I change an item specification?
The merged descriptions update automatically. If you change a wheel diameter from 29 to 27, you enter only the number, and the long description shows “27 inches” after the page reloads, based on your setup.
What description types can I set up?
There are four types: short description, long description, type description, and report description. You define them per information value in the information code list and choose where each appears in Business Central.
Why use merge descriptions instead of free-text fields?
Free-text fields lead to inconsistent phrasing and missing information across items. With merge descriptions you enter clean, specific values, which keeps your data consistent and makes it easier to mass update.
Can I mass update merged description values?
Yes. In the information matrix you can work with an attribute such as wheel diameter and mass update it with specific values, rather than editing text fields item by item.