Custom Database App Columns

Each field in a database accepts and displays one type of data so you need to select a field type based on the purpose of the new field e.g. a single line of text, currency figure, name, phone number, list of choices, URL etc.

Below is a list of available field types and describes when to use each one:

  • Single Line Of Text
  • Multi-Line
  • Number
  • Auto Number
  • Currency
  • Date/Time
  • Duration
  • Yes/No
  • Choice – Drop Down, Radio Button, and Check Box
  • Email Address
  • Phone/Fax No.
  • Users
  • URL
  • Formula

Single Line Of Text

A general purpose field which may be used to store a single line of text. If you need to allow users to enter a large amount of text, or want to allow them to enter text on multiple lines, use the Multi-Line field type instead.

Additional options for Line of Text fields:
  • Required: Enable checkbox if field cannot be left empty.
  • Max. Chars: Specify the maximum number of characters that users can enter in this field.
  • Default: Specify the default content you want this field to display when you first create an entry.

Multi-Line

A general purpose field which may be used to store multiple lines of text.

Additional options for Multi-Line fields:
  • Required: Enable checkbox if field cannot be left empty.
  • No. Lines: Specify the height of the input box by indicating the number of lines to display. This does not affect the amount of text that users can enter, just the size of the input box.
  • Default: Specify the default content you want this field to display when you first create an entry.

Number

Allows the storage of whole or decimal numbers. Fields of this type may also be automatically totalled if required.

Additional options for Number fields:
  • Required: Enable checkbox if field cannot be left empty.
  • Min and Max Values: Specify the minimum and maximum values that can be entered into this field.
  • Default: Specify the default content you want this field to display when you first create an entry.
  • Show as %: Enable checkbox if entry is to be displayed as a % percentage.
  • Decimal Places: Specify the number of decimal places to display.
  • Blank as zero: Blank value will be converted to zero.

Auto Number

This field will cause a unique auto-generated ID number to be assigned to each record upon creation.

Additional options for Number fields:

  • Alphabet: The starting albhabets to be used with this field. e.g. INV-123 will have alphabet will be INV.
  • Start With: The start value to be used for auto increment number.

Currency

Allows the storage of currency values, combined with a currency code/symbol. Fields of this type may also be automatically totalled if required.

Additional options for Currency fields:
  • Required: Enable checkbox if field cannot be left empty.
  • Min and Max Values: Specify the minimum and maximum values that can be entered into this field.
  • Default: Specify the default content you want this field to display when you first create an entry.
  • ISO Currency Code: Click on the image to select a currency format.
  • Position: Specify symbol placement as Prefix or Suffix.
  • Show Symbol in Columns: Enable checkbox if symbol is to be displayed in the columns.
  • Use 1000s Separator: Enable checkbox if you require a 1000s comma separator, e.g. $125,000.
  • Decimal Places: Specify the number of decimal places to display.

Date/Time

Allows the storage of dates or dates/times which are specified by the user.

Additional options for Date/Time fields:
  • Required: Enable checkbox if field cannot be left empty.
  • Type: Specify whether the field will be Date only OR Date and Time OR Time only.
  • Default: Specify if you want Today’s Date to be displayed by default or select None to leave this option blank.
  • Range: Specify whether the field will be range or single date field.

Duration

Allows the storage of time duration value.

Additional options for Date/Time fields:
  • Required: Enable checkbox if field cannot be left empty.
  • Type: Specify whether the field value will be Minutes, Hours, OR Days.

Yes/No

This field is presented as a simple checkbox which may be either ticked or left blank.

Additional options for Yes/No fields:
  • Default: Enable checkbox if field requires to be ticked by default when adding a new entry.

Choice – Drop Down, Radio Button, and Check Box

Allow users to select between a number of predetermined options. Drop Down and Radio Button types allow a user to select a single option. The Check Box type allows multiple options to be selected at once.

Additional options for Choice fields:

  • Required: Enable checkbox if field cannot be left empty.
  • To add options:
    1. Click “New Option” button
    2. Type option value in the text box above “New Option” button
    3. Option for Drow down and Radio button can have a color code associated with it. Click color square before option text box to change the color. Select color from color selector.
    4. Repeat step 1 to 3 to add multiple options.
  • To remove options:
    1. Click delete icon located next to option text box
    2. Click “Confirm” button in the confirmation box to remove the option
  • To sort options:
    1. Click “Sort Options” button
    2. Hold and drag the gripper icon to rearrange the options
    3. Click “Done” button
    Note: Sorting is only allowed once the options are saved

Email Address

This field stores a single email address. Users must enter values that are in the format of a valid email address, e.g. name@company.com.

Additional option for Email Address fields:
  • Required: Enable checkbox if field cannot be left empty.

Phone/Fax No.

This field may be used for storing telephone/mobile/fax numbers.

Additional option for Phone/Fax No. fields:
  • Required: Enable checkbox if field cannot be left empty.

Users

Allows a record to be distributed to other system users who would not otherwise have access to the record. Each Distribution field may specify a number of Site Team members, either as individual Users or as Groups. These users will have edit access to the data contained in the record.

Additional option for Phone/Fax No. fields:
  • Required: Enable checkbox if field cannot be left empty.

URL

Stores a single url of the form http://www.somewebsite.com. If these fields are displayed in views, users may click on the URL to open the named website.

Additional options for URL fields:
  • Required: Enable checkbox if field cannot be left empty.
  • Type: Select Embedded Link if you want users to view the named website in the main WorkSmart.net window or select External Link if you want the named website to be launched in an external browser window.
  • Default: Specify if you want a specific URL to be displayed by default.

Formula

Formula field value of the field is not stored within the database record, but is calculated on the values of other fields within that record. The calculation is called a formula. This formula consists of values from other fields and the results of functions.

Operators:
  • + = plus
  • – = minus
  • * = multiply
  • / = divide
  • ( ) = precedence


Additional options for Form fields:

  • Formula: Enter calculation, formula, and functions. Press “@” key to get the list of functions available to choose. Fields has to be enclosed in square brackets “[ ]”. Go to Function Reference to see all the functions available.
  • Fields: Field list available to be inserted in formula. You can click field name in field list to insert in formula field at cursor position.
  • Display Format: Specify which field formatting details will be used to format the resulting formula value.

Adding a New Column

  1. Select a Site
  2. Click App Name on site menu
  3. Click “Settings” below app name and then click on “App – Settings” drop down menu
    App Settings

  4. Click “+ New Column” button located on top right corner of page
    Add New Column

  5. Select the column type from Column Selection panel (see image below)

    Column Selection

  6. Provide “Column Name”.
    Note: Column Name has to be unique. Duplicates are not allowed
  7. Provide all other details depending on Field Type
  8. Click “Save Column” button
    New column save

    Note: Repeat steps 4 to 8 to add multiple fields

Editing a Column

  1. Select a Site
  2. Click App Name on site menu
  3. Click “Settings” below app name and then click on “App – Settings” drop down menu
    App Settings

  4. Click “Edit” link located on the top right corner of field box (see image below)

    Field Preview

  5. Change all necessary details
  6. Click “Save Column” button

Deleting a Column

  1. Select a Site
  2. Click App Name on site menu
  3. Click “Settings” below app name and then click on “App – Settings” drop down menu
    App Settings

  4. Click icon located next of field box (see image below)

    Field Preview

  5. Click “Confirm” in the confirmation box to remove the column

Re-ordering a Column

  1. Select a Site
  2. Click App Name on site menu
  3. Click “Settings” below app name and then click on “App – Settings” drop down menu
    App Settings

  4. Click, hold, and drag the “Move” link located on the top right corner of field box (see image below)

    Field Preview