Edit Record Structure

You can edit the structural information for a record type; that is, the set of field type definition that make up the record description. You can choose what field types to insert and where they should be positioned in the record. In addition, you can specify the properties for any field type as it is used in the record (its 'expression').

You can reuse and fine-tune the predefined record types as follows:

Replace generic field names with specific names appropriate to your database.
Update context help text with more relevant details.
Remove unneeded fields.
Add new fields.
Create and add new field types
Edit title masks (see Define title Mask below)

Note. This underlying field type definition is called the 'base' field type. Any modification made to the base type when the field is used in a particular record type is called the field type 'expression'. Thus a single field base can have multiple expressions. (See Edit Field Expression.)

If a suitable predefined field type does not exist, you can create new ones based on the core set of underlying data types (see Create New Field Type).

Note. You are recommended to re-use generic field types (e.g. Name, Title, Thumbnail Image, Short Summary etc.) and to reuse the same generic field type for similar purposes in different record types. This reduces complexity since you are using one field definition for several record types in place of one for each. It also promotes equivalence between similar fields in different record types. For example, the title of a book, a chapter, a journal article or a painting all use the same field definition and are used as a main component of the record constructed title. Similarly, thumbnail images, short textual summaries, geographic locations, attached files, URLs and dates typically use the same field definition for which special handling has been developed (e.g. the display of thumbnails in record views). Even if you do need to create a new field definition, try as far as possible to reuse this between record types, for the same reasons as above.

About modifying your database structure

If you have already populated your database you need to be careful about the changes you make to your record structures.

Data will be carried across into the updated record structure as long as the existing set of fields in the record structure is maintained. That is, if you include the same set of fields in the new record structure as were in the original record structure, then the data will be maintained.
If you remove a field, then data will be lost for that field.
If you remove a field type property, then data will be lost for that field type property.
You cannot update (in most cases) field type data types. In other words, you cannot change a date field to a text field.

To edit the record structure

Navigate to Database | Structure | Manage Structure.
Click the name of the record type you wish to edit. The Record Structure page displays:

This shows summary information about the defined fields for the record type.

To reposition the fields (where you wish them to appear on the record), click on the Up/Down Arrow and drag and drop the field.

To insert a field

Click the + button above where you wish to insert the field
The Insert Fields dialog displays, showing all existing predefined field types that you can choose from:

Note. If a field type does not exist you can define a new one using the Define New option or Define New button (see Create New Field Type). In the latter case you still need to select and insert it into the record type.

Select the checkbox for each field you wish to use in the record type.
Click Insert Selected. All selected fields are inserted into the record type.
To add a section header (to group fields), click the Add Section Header option. Click to edit the name (and help text) as you wish, then click Save:

To edit the field expression

Once you have inserted a base field type into your record structure, you can further define how this field is expressed in this record type only (its 'expression'). These settings determine what the user will actually see in the data edit page for records of that type and constraints on the values that can be edited.

From the Record Structure pages, click on a field name to show the properties for the selected field:

Complete these fields as follows:

Prompt	The name of the field as shown on-screen.
Help text	Additional text to display under the field to assist the user in completing the field correctly.
Requirement	Determines whether the user should or has to complete a field: Required, Recommended, Optional or Forbidden.
Repeatability	Indicates how many instances of this field the user can create. This can be: Single. Only one instance can be created., Repeatable. Multiple, unlimited number of instances can be crested. Limited. Up to a maximum number of instances can be created. If selected, enter the Maximum number in the field provided.
Can point to	Indicates the record types that can be pointed to, for fields of type Record Pointer.
Default Value	Enter an (optional) default value for this field (which the user can overwrite if required).
Non Owner visibility	As standard.
Status	As standard.

To edit the underlying core field type, click Edit Field Type. Important: This will change the field type for all records that use that field.

Note. If the field is a Terms List, Record Pointer or Relationship Marker field, the list of terms available and/or record types to which the pointers can point, can be also set through the Edit Field Type button.

When complete, click Save (or Cancel to close the screen without saving your changes).

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