Add or Modify a Field
To add or modify a field:
- Click on the Setup button on the main window and choose Table and Field Setup from the popup menu.
- Select the table that you want to modify
- Click the New Field button to add a new field, or
- Double-click on an existing field name to modify its properties
- You'll then see the Field Properties dialogue:
Field Type
It's very important to choose the correct Field Type for the type of data you'll be storing in this field. The choices are:
- Boolean: Use this for "Yes/No" or "True/False" data - it can only be one or the other. Boolean fields are shown as check boxes on the data entry window.
- Date: If you want to maintain information on dates such as birthdates, product release dates, etc., you should use a Date field rather than entering the dates into a text field. This way, you'll be able to search on (for example) dates after January 1st 2007, or dates before a certain date, and to sort records by date.
- Integer: A whole number (no decimals)
- Picture: A field in which to store a picture. Note: Storing pictures in your database will increase its size significantly. If you are going to include pictures in your publication, these should be stored on your computer (or one on your network) and referenced by storage location and name.
- Real: A number that contains decimal places.
- String: A short text field. String fields are limited to 80 characters, and should be used for data that you want to sort or query on.
- Text: A large text field. Text fields can hold up to 32,000 characters and are therefore useful for such data as product descriptions (see the comparison chart for String and Text fields, below)
- Time: Like Date fields, Time fields are for storing a specific type of data so that you can search and sort on that type of data.
A comparison between String and Text fields
| Feature | String | Text |
|---|---|---|
| Maximum size | 80 characters | 32,000 characters |
| Indexable? | Yes | No |
| Sortable? | Yes | No |
| Can contain Return characters? | No | Yes |
| Can have Choice Lists attached? | Yes | No |
Field Name
Enter a descriptive name for the field. Field names cannot contain certain characters, such as dashes and slashes.
Field Size
For String fields, change the size of the field (the number of characters it can contain) if you wish.
Indexed
Indexed fields are faster for searching and sorting. Not all field types can be indexed; Text and Picture fields cannot.
Is a Picture Name
This option is available for String and Text fields. If you designate a field as a Picture Name field, it will be treated a little differently:
- When it is displayed on a data entry window, two buttons will be shown below it: Picture Specs and Locate Pic. You click on the Picture Specs button to select options for publishing the picture its size, border, etc.) and Locate Pic opens up a dialogue where you can locate the picture and select its pathname for storing in the field (the pathname describes exactly where to find that picture).
- It will be available as an option to publish data when you create a Picture Element in a Publishing Style Sheet.
Uppercase
Always force the data in this field to uppercase (useful for such data as postal codes). Only available for String and Text fields.
Lowercase
Always force the data in this field to all lowercase (useful for such data as email addresses). Only available for String and Text fields.
Unique
Only allow unique data in this field. A Unique field must be indexed. Not available for all field types.
Mandatory
If this option is selected, a value MUST be entered into the field for every record.
Choice List
This option is available only for String fields. A Choice List is a list of options available for selection for the field - for example, country names, salutations ("Mr", "Mrs", "Ms" etc.) Their purpose is to ensure data entry consistency: you cannot enter data directly into a Choice List field. When you select this option, the display changes a little:
Choose a Choice List from the popup menu ("Country" is selected in this example), or create a new list by clicking on the New List button. When a Choice List field is displayed onscreen, its name will be underlined and you cannot enter data directly into the field. When you click on the field, a popup menu appears, from which you make a choice. You can add new choices by selecting Add an Item from the bottom of the list. Choice Lists can also be managed by clicking on the Setup button on the main window and choosing Lists from the popup menu.
Remove Gremlins
Gremlins are bogus characters that can sneak into your data and cause all kinds of havoc. Most of them are non-printing characters that do not display at all on the screen, or appear as little boxes or bizarre characters. Their favourite ways of sneaking in are by accidentally typing an odd combination of keys, or by copying and pasting from emails or word processing documents. Select this option, and whenever the field is modified, the program will check for the presence of gremlins and delete any it finds. Available only for String and Text fields.
Check Spelling
Select this option to automatically invoke the spelling checker whenever the field is modified. You can specify the spelling checker language in System Preferences (under the Admin menu on the main window). The languages to choose form are English, French, German, and Spanish.
Locked
Designate a field as Locked and, once a new record has been saved, this field cannot be edited unless the user has Management access (access levels are set in the Users table - choose Users from the Admin menu on the main window).
Include in Search Menu
If this is a field that you'll want to search on quite frequently (such as a name or perhaps phone number), select this option. The field will then appear as an option in the Search on: popup menu in the Search Dialogue Window.
Include in Sort menu
If this is a field that you'll want to sort on quite frequently, select this option. The field will then appear as an option in the Sort on: popup menu in the Search Dialogue Window.
Run a Script When Modified
Scripts can be written to perform all kinds of useful jobs from simple functions such as calculating tax, to complex features such as sending an email or a letter. Contact us for more information about scripts.
Field Info
Finally, there's a text box at the bottom of the window. For fields that are used by the system - such as the Enter and Modify dates, a comment will be shown, and this cannot be modified. For all other fields, you can enter a comment here to remind yourself what the field is to be used for.