Define New Field Types

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When creating a record definition you can re-use previously created base field types; this is recommended where a suitable field type already exists. However, if no suitable field type exists you can create a new one for insertion into your record type, and which then becomes available for adding to other record types.

Create a New Field Type

When creating a new field type you choose from a range of underlying data types that cover a wide range of data requirements, such as single or multi line text, numeric, date/temporal, term lists (see below), geospatial etc.

You can also define how to link records together via two specialised field types: Record Pointer and Relationship Markers (see Relate).

When creating a new field type you can add a description, help text and control visibility and grouping.

You can reuse new field types across the database or other databases, with the ability to tailor instances of the fields per record type, as well as controlling field expression/usage (e.g. required, recommended or optional, single or repeatable values etc.).

Note. A 'base field type' is any field type available when creating any record structure. Any new field type you create is automatically added to the set of base field types. The field type expression refers to the use of a field type in a particular record structure; in this case additional properties can be set for that instance (such as the field name).

When you choose to use a field type (either pre-defined or user-defined) within a record, you can further define its behaviour in this particular instance (its 'field expression') through additional settings.  See Set Field Behaviour (Expression).

To create a new field type

  1. Navigate to Database | Structure | Manage Base Field Types | Define New Field Type.

The Manage Base Field Types screen displays:

  1. Click Define New Field Type.

Note. If you are defining a new field type to be added to a particular record type, open the Add Field dialog (see Edit Record Structure), and select Define New Field.

  1. The 'Create new base field type' dialog displays:

  1. Complete the standard fields, as follows:

Id

A unique field ID is automatically assigned when you save the field type.

Default field type name

Enter a name for the field type. Remember that you are creating a field type that can be reused in multiple record types; so use a generic name. When you use the field type in a record you will probably change the name to something more specific to that record type. For example, Book rather than Novel. (See also Edit Field Expression below.)

Note: For record type and field type names, the following symbols are allowed: a-zA-Z0-9$_<> /,–—  The last two symbols are n-dash (150) and m-dash (151). Minus/hyphen symbols are not allowed.

Default help text

Enter default help text (this may be overridden or edited when used in a specific record type expression).

Extended Description

Enter any additional information about this field, useful to you or other database designers. (Not seen by the user.)

Data Type

Select a suitable data type (see Data Types).

The settings here will determine what the user will actually see in the data entry/edit form for records of that type (prompt, help text, field width) and constraints on the values that can be edited (required, minimum/maximum number of values etc.). Field types you will need to supply additional information for include:

  • Term Lists. Define the list of terms (create new terms or select from available terms)
  • Record Pointers. Create a hard-coded relationships between any records.
  • Relationship Markers. Add a prompt for users to define the relationships (or links) that might exist between records (with constraints).

(These are described in the subtopics.)

Note. You are limited in what Data Type changes you can make and in most cases you cannot change this.

The following data types are for structuring your fields and contain no data:

  • Separator. Is simply used to provide a separator and heading within the Shared Information page.
  • Heading. Provides a text heading within Shared Information data entry page. Use this to clarify field layout.

Tip. Use these, along with the position of the field types in the record structure page, to properly layout your record in the data input page.
  1. Optionally complete the Additional Information fields, as follows:

Display Group

Select the group the field type is to belong to. (Field types are grouped together into related types for easier management).

To add new groups, click the +/- tab. You can change this group at any time.

Status

This can be:

  • Reserved-Locked. The field type is required by the system and cannot be deleted. (Not a user-selectable option.)
  • Open. This field type can be modified or deleted.
  • Pending. Work in progress. Not visible to the user. Any field type automatically reverts to Pending if it has been edited (this is set via the Database Administration | Database | Properties page).
  • Approved. Approved for publication (i.e. visible to the public when published.)

Non-Owner Visibility

This can be:

  • Viewable. Visible to any logged in user.
  • Hidden. Visible only to owners,
  • Public. Visible to non-logged in viewers.

Show in Lists

Select this checkbox to make the field type available to the user (e.g. in dropdown menus) or un-select to temporally hide the record type.
  1. When complete, click Save. The field type is added to your set of base field types. It can now be inserted into any record type.
  2. To edit a field type, select the Edit icon for the field type from the Manage Base Field Types screen.

Important: Any changes to a field type will propagate into any fields already created within your record structures.

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