Specify Record Types

Once you have created a new database, or opened an existing database (based on your access permission), you can specify the set of records for it. You can select from the available set of record types and/or define new ones.

Note. When a new database is created, it automatically inherits a default set of generic record types. These are copied into your database by default and can be edited, hidden or removed (unless locked).

To specify your record types

1. Navigate to Database | Structure | Record Types and Fields. This displays the Record Types / Field Definitions screen. This has the following components:

You can use this screen to view existing record types, add new record types, edit record type properties, or edit the record type structure (field types).

Note. Any changes you make to this page are automatically saved.

The screen has a number of tabs representing the various record type groups (see Create Record Type Group)

1. Click on a tab to show the record types and their properties for that group.

(See Create New Record Types for a description of these columns/properties).

1. You can review the default set of record types and for each record type decide what to do with it:

• Show. Record types are marked Show by default. To keep and make available a record type simple leave the Show checkbox selected.
• Hide. To keep a record type but make it hidden to the user, deselect the Show checkbox.
• Delete. To remove a record type entirely, click the Delete icon . Record types will have a Status of either:

       Reserved - Locked. These are required by the system and cannot be deleted.

       Open - Delete. These can be deleted by clicking on the Delete icon. Deleting unneeded record types provides a less cluttered interface.

• Move. To move a record type into another group, select the target group from the Group dropdown). In this way you could move unwanted record types into a new group (say ‘Unused’) to keep the other tabs uncluttered. (see also Create Record Type Group.)
• Edit Record Type. To modify the record type properties (e.g. Name, Description etc.), click the Edit icon in the Edit column.
• Edit Record Structure. To edit the record structure (i.e. the set of field types), click the record type row. This shows the field types available for this record type. (See Define Field Types.)

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