The system is built in a way where it automatically updates the long description when you change the master data.
If you manage items with structured master data in Business Central, you need to know how long descriptions get updated when you change the underlying data. The system automatically rebuilds the long description whenever you change parameters on the item itself, such as a wheel diameter. But changes to shared data, like values in a dropdown list, can affect many items at once, and those updates are handled differently.
When you edit master data on a single item, Business Central updates the long description automatically and asks for confirmation if the change might affect multiple items.
When you change a value in the information code list, the long descriptions do not update on their own. You run the “Update long descriptions” action from the information code list and filter on which items to update.
The same action also updates the description and description 2 fields if you have set them up to be handled with master data.
Long descriptions update automatically when you change item parameters
The system is built so it automatically updates the long description when you change the master data on an item. If you change the wheel diameter from 28 to something else, or you change one of the other parameters on the item, the long description updates by itself.
Changes to shared data can affect many items at once
The situation is different when you edit more general information that is shared across items. Take a field like gender, which is a dropdown list. If you decide that one of the values should no longer be called “male” but instead “buy” in the description, and you rename that value, the change can affect many different items.
Because of this, the system asks you whether you want to update the long descriptions, since the change might affect a large number of items. This prompt appears when you change data in most of the relevant areas.
Update long descriptions from the information code list
For the information code list, the update is not automatic. When you open the information code list, there is an action called Update long descriptions. This action updates the long description on the items.
When you select the action, you can filter on which items you want to update. The action updates the long descriptions, and it also updates the description field and description 2 if you have set them up to be handled with master data as well.
This gives you a way to update all your items after you have changed your data. It is also useful when data is changed in other companies and merged into this company.
Q&A
Does Business Central update the long description automatically when I change item parameters?
Yes. When you change a parameter on the item itself, such as the wheel diameter, the system automatically rebuilds the long description.
Why does the system ask me to confirm an update to long descriptions?
When you change shared data, such as a value in a dropdown list, the change can affect many items at once. The system asks whether you want to update the long descriptions because the change might affect a large number of items.
How do I update long descriptions after changing the information code list?
Open the information code list and run the “Update long descriptions” action. You can filter on which items you want to update.
Does the Update long descriptions action also update other fields?
Yes. It updates the long descriptions and also updates the description and description 2 fields if you have set them up to be handled with master data.