Create New Record Type

Note. Before defining a new record type, check whether a similar record type already exists in the database structure, which can be reused or tailored. Also consider whether a record structure can be imported from the Heurist Index, or form a Annotated Template (see Import Record Types). The reuse of database types can save time and add to the overall constancy of databases.

To define a new record type

From the Main Menu, select Database | Structure | Record Types / Fields. This displays the Record Types / Field Definitions screen.
Click the New Record Type / Fields button. The Create New Record Type wizard displays:

Complete the standard fields, as follows:

Code	Shows the unique ID for the record. This is automatically assigned when you save the record type.
Thumbnail /Icon	Associates an image with the record type. All record types must have an: Thumbnail: This appears on the Search Result pages. It will be reduced to the dimension 75px by 75 px. Icon: This appears in the icon column for the record in the Record Types screen. It will be reduced to the dimension 16 px by 16px. You can choose from the set of default images or choose one of your own. You must choose a thumbnail or icon, but can choose both (usually but not necessarily the same image). (See Add Thumbnails and Icons below.)
Record Type Name	Enter the name of the record type. The Plural is automatically created; change this if required (e.g. 'Mices' to 'Mice'.)
Description	Enter a short, suitable description, for both your own use and to assist other users of the database (e.g. it displays when the user rolls the cursor over the record).
Title Mask	The title mask serves to construct an overall title for a record made up of different data fields in the record. (See Create Title Mask.) Note. This field only becomes available once a record type is saved.
Reference URL	Enter an (optional) URL to a full description or ontological reference definition of the record type.

Optionally complete the Additional Information fields, as follows:

Display Group	Shows which group the record type belongs to. Record types are grouped together into related types for easier management. (To add new groups, see Create Record Type Group.) You can change this group at any time.
Status	This can be: Reserved-Locked. The record type is required by the system and cannot be deleted. (Not a user-selectable option.) Open. This record type can be modified or deleted. Pending. Work in progress. Approved. Approved for publication. You can set, by default, any record type to automatically revert to Pending if it has been edited, via the Properties page (See Set Database Properties)
Show in Lists	Select this checkbox to make the record type available to the user (e.g. in dropdown menus) or to temporally hide the record type (from the user). Doesn't affect visibility of record type in Designer View dialogs.
Show URL on edit form	This checkbox to display a URL to any record of this record type at the top of the Edit screen (in Advanced mode). For example:
Show Description	Select this checkbox to display a record type description to any record of this record type at the top of the Edit screen (in Advanced mode). For example:

When complete, click either:

Save and Close. This saves your edits and closes the screen.
Save and Show fields. This saves your edits, closes the screen and opens the Record Structure page, where you can select or define the fields for the record type. (See Specify Fields).

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