This function presents a form which when completed and saved, inserts a new Field into the database structure. The field created can then be used in any of the Record Type templates.
Upon selecting Create New Field, the system displays a red box around the Display Text input, prompting for entry of the name of the field to be created. It can contain a single word or multiple words with spaces between words but must be unique within the database. Select the appropriate field type for your new field using the drop down list.
The Language, application Standard and Portal selections allow the new field to be labelled differently depending on the display combination is it being viewed in.
A tool tip can be added for the field to provide additional guidance on how to enter content or the rules to be applied when entering content into the field. Note that this can be formatted so that it appears as required. For example, some text might be in red to alert the user to a particular requirement when entering data, or an example of the format in which data can be entered. Please Note: This feature is only available for use with EUS/document Review forms that are available with release v4.1.5 as a special enhancement. Tool Tips will be made available for all fields in data entry forms in a future release.
ONLY click on Save to create the field in the database, when you are satisfied that the FIELD TYPE is correctly identified in the General Settings. The Type of Field cannot be changed once SAVE has been applied.
In saving the form, default field attributes will be applied that are presented in General Settings and Field Specific Settings (see below).
Field Types Available for Selection
This has an impact on the way data is entered and how it is then indexed and made searchable. It is an important part of field creation and care should be taken in deciding what Type of Field is to be created. Note Once the field is created the Field Type cannot be changed. Only one Field Type can be selected for each field to be created.
When a Field Type has been selected, also look carefully at the Field Specific Settings and ensure that these are correctly applied for the type of field and data being created.
Offers multiple choices at the time of entering a date to include a Single Date or a Date Range as well as Circa, No Date, or simply Year. A calendar control can be selected showing calendars for any selected year.
Prompts for a single date to be entered, Year, Optional Month, Optional Day
The system is designed to ensure a date is correctly formatted to aid search accuracy
Where a numeric value is to be entered with a defined number of decimal places
Offers a control for the user to browse to a file system (on local PC or Network or Cloud) to identify a file and select to load into the database in this field.
Multiple files can be selected to be loaded (one at a time) into the database using this field type. The content of the file once uploaded is indexed and can be searched.
Offers a control for the user to browse to a file system (on local PC or Network or Cloud) to identify an Image File and select to load into the database in this field.
Automatically generates a unique incremental number.
An Alpha-numeric prefix can be included. See Incremental Templates.
Allows numbers to be recorded in this field. For example, 1, 2, 156, etc
This field only allows a valid ISBN number of 8 digits to be added to the database
This field only allows a valid ISSN number in 10 or 13 digits to be added to the database
This field is used to store a numerical value 0-5 when a Rating is required.
It is only used in connection with Reviews and Ratings
Provides scope to record large amounts of text including graphics, tables and HTML code and reproduce this in displays.
Invokes a text editor with controls to manipulate text and images much like using a word processor. Content can be pasted into this field and faithfully reproduced in the record.
Where a field is to be used to denote a section in a complex form, use this Field Type
Only to be used with Skills Register
Used to allow free text to be entered of any length
When selected, for the field to be completed, the form also requires the name of the Thesaurus to be applied to this field. This is selected from a drop-down list presented below in Field Specific Settings.
All thesauri must be pre-defined using Thesaurus Maintenance before being able to be selected in this form
Correctly formed URLs (web sites) can be entered together with a description to display in the record instead of the URL
Offers a look up and search of the User file from which to select a named user.
Pre-defined list of terms offered for selection. Necessary for the Validation List to be used to be entered using the Field Specific Settings.
Either a single term is to be selected or multiple terms can be selected using this control. All validation lists must be predefined before selection is made.
Single entry lists are presented as a drop down. Multi-entry lists are presented as checkboxes.
Virtual Thesaurus Additional Values
Used only for Marc Record Export
Virtual Thesaurus Main Value
Used only for Marc Record Export
Settings can be applied when creating a field. They can be changed for each individual field as needed as well as being changed in a specific Record Type template.
Not all options are available for every field type.
Field Specific Settings
Field Specific Settings are related to the Field Type and provide the administrator with additional control over how a field should be presented or used.
To see where a field is used select one of the options in the Templates section. Click on one of the following to view.
Save and Close
Whenever a change is made in the settings or Field definition, click on SAVE to commit the changes to the database and save the settings. Having made changes and they are to be abandoned and not saved, click CLOSE to return to the Fields tab.