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What Are Fields?

Fields are the most fundamental piece in which information is stored. Objects, which will be discussed shortly, are composed of a set of fields. Fields have an associated data type to describe their content. For example, fields can describe a date and time, a body or line of text, a number, or even an uploaded file.

Creating Fields

To create a new Field click the “Create New Field” button at the top right of the page. This will show a popup with the following options:



Title of the field.


A brief description that describes the use of the field

Data Types

Determines what kind of data the field will store, the following data types are available:


A single line of text

Text Area

A text box allowing for any length of text


The Field will only allow integer numbers

Dollar Amount

Number Field to two decimal places


Allows a date entry

Date and time

Requires a date and time

Check Box

A simple checkbox

Select from a list

Select a single item from a list. List options are the data sources

Select Multiple from a list

Select multiple items from a list. List options are the data sources

Data Object

Select multiple items from a data source list, also allows you to add ad hoc items

Calculated Value

Calculated fields allow you to automatically set the value of a field based on the values in other fields. Calculation types are:

  • Numerical
  • Add to date
  • Days between dates
  • Total
  • Average

File Upload

Require a file upload.

External Link

A text field to provide a link which when clicked, opens in a new tab.

Case Number

The unique number associated with each Case.

User Roles

User Roles - Internal Users

This allows user roles.  


User Roles - External Users

Under user roles there is an option to include external users that aren't a part of cases, these can be used to add a Name and Email of an external user to a case with the user role field type.

To enable the external user role type you can activate the checkbox on either the single role or sub role view of the user-role field setup screen and add to a template.

User Role - External user setup.gif

Once an operator accessing a case/record with the external user role, they will have the option to add an external or internal user.
Adding an internal user will show the search team and user tool while external users will just allow for the entry of a name and email. The email itself can be clicked and will open up the operators default emailing application

User Role - External user.gif


User Roles - Time Tracking

User role time tracking is a configuring additional property on the user role field type, once enabled this allow for a user to log time against a role. The time is purely a numeric value that's value type i.e. (hours, days, week) will be established by the customer.



To create a user role field with time tracking, an checkbox under either the single role or each of the sub roles will be displayed, selecting this option will allow for time to then be tracked for any user within that role.

If enabled, one a case is generated with a template which contains this field any roles which have been enabled for time tracking will be displayed and editable

Additional if the time tracking is enabled, this will change the display of user role properties of any records within the "View" or "Insights" controls i.e.

Insights Views
image.png image.png

Calculated Fields

The time property of a user role field can also be used in "numeric" calculated fields, when used the total of all times under the user-role field (main user role and any sub roles) will be totalled before any numeric calculations.

When creating a new "Calculated Value" field and selecting the "Numerical" calculation type, any fields which have the "allowTimeTracking" extension set will be selectable in the "Add/Subtract fields" element. The example below will subtract the total time tracking value from the static value of "40" in the add field.  For example:



Take value from list field

The goal of the "Take value from list field" option is to allow you to copy across values from data objects into your record.

One example use case of this is to set the approximate value on lost items from the item type. By selecting the item type on the record, you fill in the approximate value field in the record.

Data Source

First, you'll need a data source that uses an object definition.



You'll need a field of type "Select from List", with the data source set to the data source in the previous step.

On the field you want to copy across, set the "Take Value from Data List field" to your "Select from list" field. This will then allow you to select a "List data item field" - this allows you to select a field from your data source's object definition to use. This doesn't have to be the same as the field you're using, but will need to be the same type.


Add both the "Select from List" field and the one with "Take Value From Data List Field" set to a template.

Use in records

Simply create a new record, set the template and then select an item in the list field.


Note: You do not need to set a value for every item in the data source. If you have a value set, then it will be applied on the target field. If this isn't set, then it won't change the value already there.


Allow Files

The checkbox “Allow Files” toggles whether file upload is available for the field. All data types can accept a file upload as long as the checkbox is ticked.

Record Permissions

The Record / case permissions are common throughout the system and set what user type can view and edit the field based on whether it is a record or a case.

Case Permissions

The Record / Case permissions are common throughout the system and set what user-type can view and edit the Field based on whether it is a Record or a Case. 


Editing /  Deleting Fields

To Edit or Remove a Field, first select a Field from the table—which then shows the following details of that Field:



Editing Fields

Clicking a field in the Fields views, will pop up all the editing options available for that field.  Depending on the field type, you will see specific options relating to it.  An example of this will be the Calculated Value field type where you will see Calculation Type, Add Fields, Subtract Fields and Add.




Deleting Fields

To delete a Field, click the "Delete" button in the bottom left. This will then open a confirmation dialogue asking you to enter in the Field's title to verify that the correct one will be deleted. Click "Delete" in the bottom right.

If the Field is currently in use by any other Fields, templates, or data definitions, you will be warned about current usage and how that will be affected by deletion.

Important:  Deleting a Field will NOT remove it from the template of existing cases, but future cases will no longer contain the Field.


Filtering Fields

It is possible to filter Fields by using the filter at the top of the page.


This will filter the table to only show certain Fields, provided that the filter text you enter matches with some text from a Fields column.

For example a filter of "Location" could show all Fields that contain "Location" in their title. 


But a filter of "Date and Time" would show all Fields that have "Date and Time" as their Data Type. 










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