Data Fields - FAQ

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What are data fields?

When you add documents to Globodox, you would also want to add descriptive/indexing information along with each document. This information would include data items like Author Name, Title, Subject etc. Each of these items of data is known as a data field.
You can create data fields for Document Types and Stacks.

How do I create data fields?

If you want to add a data field to a Document Type then select Settings > Document Type in the Navigation pane.
If you want to add a data field to a Stack Type then select Settings > Stack Types in the Navigation pane.
Click the New button. Enter the information in the Information tab
Click the Fields tab to add fields. Use this pane to add fields.

You can add, modify or delete data fields from a Globodox DB at anytime.

For more info see:
Creating Data Fields for Document Types
Creating Data Fields for Stack Types

How many data fields can I create in a Globodox DB?

The actual number of fields you can create in a Globodox DB depends on the type of DB you create. However normally you can create up to 200 fields. Please note that you cannot create data fields with the following names...
ID, File Icon, Document Title, File Name, Type, Version, Version Comment, Status, Position, Owner, Added On, Created By, Last Modified On, Last Modified by, Checked out by, Checked Out Date, In Workflow, Document Text, Tags.

What are the types of data fields that I can create?

The type of a data field determines the type of data you can store inside it. The types of data fields you can create are...

Text

Stores up to 255 characters of text

You can use the Text data type to enter values such as Names, Telephone  numbers etc.

Memo

Stores up to 65536 amount of text

You can use the Memo data type to enter Address, Description, Comments etc.

Email

Stores Email address

You can use the Email data type to enter email address

URL

Stores Web links

You can use the URL data type to enter Web Sites addresses for e.g. www.itaz.com

Integer

Stores numeric values

You can use the Integer data type to enter Telephone numbers, Age, Invoice number, etc.

Decimal

Stores Decimal values

You can use the Decimal data type to enter values such as Weight, Height, Length, etc.

Currency

Stores Currency values

You can use the Currency data type to enter values such as Price, Amount etc.

Date

Stores Date values

You can use the Date data type to enter values such as Date of Birth, Payment Date, Order Date, Shipment Date etc.

Time

Stores time values

You can use the Time data type to enter values such as Shipment Time, Arrival and Departure time etc.

DateTime

Stores both Date and Time values

You can use the DateTime data type to enter values such as Shipment date and time, Arrival date and time, Departure date and time etc.

Yes/No

Stores Yes/No values

You can use the Yes/No data type to enter Boolean values such as Invoice Paid (Yes), Loan Approved (No),

PickListSingle

Stores data in the form of a List.

You can select only one item from this data field. You can use the PickListSingle data type to enter values such as Gender (Male, Female), Country (India, USA, UK, Brazil, China, Canada),

PickListMultiple

Stores data in the form of a List.

You can select only multiple item from this data field. You can use the PickListMultiple data type to enter values such as Items Purchased (Monitor, Mouse, Keyboard, wireless Keyboard), Items Owned (House, Car, Telephone, Credit Card) etc.

Lookup

Stores values of Stacks and document

You can use the LookUp data type to look for values from a Document Type or a Stack. LookUp data type is somewhat similar to PickList data type. The only difference is the values of a LookUp data type are 'Dynamic' and the values of a PickList data type are 'Static'.

What is a Primary Field?

A primary field is a field that is used to represent its document or Stack. In other words it is used as the display name to identify its Stack or document. By default the Document Title is the primary field for a document.

For e.g. For a 'Customer' Stack the 'Name' data field (customer's name) can be its Primary Field. By default a documents Primary Field is its name.

Primary field has the following uses:

Value of the primary field is used to identify every individual item of an entity (Document Type or Stack).
When a field is defined as a Lookup field the values of the primary field of the referenced entity (Document Type or Stack) is used as a value of the Lookup field.

Related Topics
Create Data Fields for Document Types
Create Data Fields for Stack Type

 

 


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