Understanding Account Numbers and Accounts

Setting Up the Account Number Field

You can configure how Account Numbers work in your organization by navigating to:
Configure > App Settings > Account Number.

Here, you’ll find tools to define field rules so your team consistently enters valid Account Numbers that match your internal standards.

Account Number Definition Options

• Account Number Length: Limit the number of characters users can input. Choose a specific number (example: 8) or define a range (example: 5–10).
• Account Number Type: Restrict which types of characters are allowed, such as numbers only, letters only, or a combination.
• Placeholder Text: Show an example within the field (like “ABC123”) before users type. This helps guide correct data entry.
• Help Message: Add a short note to clarify what should go in the field — for example, “Use your customer billing ID.”
• Help Image: Upload a reference image (JPG, PNG, or GIF up to 41 KB and 200×150 px) to visually show an example format.

If a user enters something that doesn’t match your rules, PDCflow will gently flag it before submission, helping keep your data clean, compliant, and ready for HIPAA-secure communications or payment processing.

Auto-Generated Accounts and Contacts

On February 25, 2026, PDCflow will begin automatically generating Accounts and Contacts when Flow requests are sent and payments are accepted.

If you’d like the system to auto-generate Accounts and Contacts for older transactions, an admin can adjust the Auto-Generate Start Date to an earlier point. When backdating, PDCflow scans historical data and automatically builds Accounts and Contacts for all eligible records.

IMPORTANT
Once auto-generation runs, this process is permanent: you can’t undo or delete aut0-created records. You can, however, update the individual records one at a time and mark them as Inactive if needed.

How Auto-Generation Works

1. PDCflow identifies unique Account Numbers and then looks for related records with a matching First Name and Last Name and email address or mobile number.
2. If the combination doesn’t yet exist, PDCflow creates a new Account and/or Contact Info record.
3. Reusable payment methods automatically link to the correct Contact Info.
4. Everything appears under the Accounts tab — giving you a complete, searchable history of Accounts and Contact Info, along with related records, in one view.

If you choose to backdate the start date, you’ll confirm the action before it runs. The confirmation clearly states that this step cannot be reversed. This safeguard exists because auto-generation of older records can add inaccurate records into your system if older records have typos in the data.

Customizing the “Account Number” Label on Templates

Your payment and Flow request workflows may use different names for the "Account Number" concept. On templates, you can customize the title that appears above the Account Number field to better fit your process — for example:

• “Patient ID” for healthcare workflows
• “Client Reference” or “Case Number” for business or legal workflows
• "Employee ID" for HR documentation workflows

To do this, open the template in edit mode and rename the Account Number field label. The functionality stays the same; only the displayed title changes.

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