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Field Options - agileChilli

All fields (or multiple field types)

These options apply to many different types of field, in some cases all field types

  • Icon
    Used occasionally to show the field as an icon instead of text. The name of an icon from https://fontawesome.com/icons needs to be entered, e.g. ‘fa-phone’
  • Capitalise field name
    This is on by default – usually fields should be consistently capitalised in the user interface, however they’re entered. The only time you may want to turn this off is if you have a particular field name which has unusual capitalisation, e.g. pH in chemistry
  • Unique
    The database will prevent any duplicate values being entered. See also multi-field unique constraints
  • Required (hard validation)
    If a field is marked required, the system will force a user to enter this field when creating or editing a record – be careful not to over-use this option as if the user won’t be able to do anything else until a value has been supplied
  • Prominent (soft validation)
    Prompts a user that a particular field is key or important by highlighting it in a red box if there’s no value, but doesn’t force the entry of a value
  • Change causes record refresh
    Used to reload the current screen or tab when a value is changed. This can be very useful when used in conjunction with hiding or showing fields (see below). e.g. to show a set of outcome fields when an opportunity status changes from ‘in progress’ to ‘closed’
  • Lock when value set (and unlock when record in view)
    Used for fields that should never change their value (unless for a very good reason). When a field is locked, someone who wants to change the value has to enter a comment saying why it was changed. That comment will be timestamped and will be shown next to the field from then on. Typical uses would be for things like stock codes.
    Unlock when record in view allows a field to be unlocked only in certain circumstances. For example, you may allow a product code to change when it’s in development but become locked as soon as it goes live. This requires a ‘criteria’ view to be created with filters on to include only records where the field should be unlocked
  • Show if record in view
    Allows the field to be hidden completely until certain criteria are reached. Similar to ‘unlock when record in view’, a criteria view has to be created. It can be useful to combine this with the ‘required’ option sometimes, to show a forced field only when necessary.
  • Set from previous referenced field
    For a field which isn’t filled in yet, allows the system to calculate a value to set it to. To specify the calculation, a view must be created then inserted as a cross-reference field just before the field to set.
    Note: if you want to calculate a value at the time of record creation, it’s better to use a workflow rule set to fire on record creation. That works faster and more efficiently.

Text fields

  • Use as record title
    The text in this field will appear in the title of the record. If more than one text field as this option ticked, later fields will show up as a subtitle.
    This option is honoured even if fields appear in cross-references or relations, i.e. if they’re referenced in another place.

If both ‘use as record title’ and ‘prominent’ are ticked, the system will enable a feature for showing potential duplicates, to help prevent the same record being entered twice. For example, in a table of companies, if both these options are on for the company name field, the system will inform users when a company name is typed in which is similar to one that already exists.

  • Use dropdown  or Use tags
    These options are mutually exclusive – only one can be selected for a field. For ‘use dropdown’, the field will appear as a dropdown list of values the user can choose from (as opposed to letting them type anything). For ‘use tags’ the same set of values will be shown but the user can select more than one at a time. There are a couple of other options that go along with these:

    • Values
      For a dropdown or tags field, which values will be shown. Enter a comma separated list of values. If it’s a long list, it’s often easiest to edit these in an external text editor then paste them in.
      The first value in the list will be the default i.e. when a new record is created, the field will be set to this value. If you want the value to remain empty, please start the list with a comma
    • Use only given values
      If this is ticked, people will be able to choose only from the items you’ve specified in ‘values’. If it’s not ticked, another option will appear at the end of the list ‘add entry’. They’ll then be able to add any value they want. As long as at least one record exists with that value, it will then be shown to all users as an option in the dropdown.
    • Fill with
      As an alternative to specifying your own values, the system can generate a list. The most commonly used option here is ‘users’, which means the system will generate a list of system users (names followed by usernames). This can be useful e.g. when assigning a member of staff to a record like a sales opportunity. Only users who have privileges to see the table in question will be included.
  • Auto tags
    This option isn’t currently used but may in future be used to extract categories from records or attached documents
  • Person’s name
    This option isn’t currently used
  • Colour words
    Words will be coloured red, green, orange or blue in views. Words like pass or fail will be coloured green and red respectively for example. Note calculations can also be coloured. To see the full list of words, see the calculation colouring help. To add new words, please contact us.
  • Size
    Use ‘short’ to show a normal field input, ‘large’ to show a multi-line text input. There’s no hard limit to the number of characters that can be entered, this option is for display purposes only.
  • Text case
    The system will automatically convert whatever someone types into the field into the case you specify, i.e. UPPERCASE, lowercase or Title Case.

Number fields

  • Separate thousands and use totals
    Typically used for currency. Note if using for currency, another good idea is to add a £ sign onto the end of the field name. The system will then prefix all values in views with the pound sign.
    When this option is ticked, the system will add commas when displaying values, e.g. show 123,456 instead of 123456. Totals will be shown when the field is used in a tab view, e.g. a list of order lines under a customer order.
  • Colour outliers
    When shown in views, unusual values will be highlighted green (higher than usual) or red (lower than usual). The determination of this is based on statistics, the number of standard deviations away from the mean that the value is
  • Precision (decimal places)
    On field creation, if zero decimal places are specified, the number becomes a whole number, otherwise it is a decimal number. Once it’s one or the other, the field type can’t be changed. Rather, there’s a manual process to change a whole number to a decimal or vice versa, see this Google doc

Date fields

  • Accuracy
    Whether to show dates as just a year, a year and month, a year month day, or a year month day and time
  • Use current time for new records
    When a record is created, set the value of this field to the current date (and time if applicable)
  • Min years age and Max years age
    Only allow dates to be entered which are within a certain range. Use negative values to specify years in the future

Relation fields

  • Value to display
    Which field from the related table will be shown on the screen when a record is chosen. Typically the ‘main’ or identifying field e.g. when a company is chosen for contact, you may want to display company name.
  • Secondary value
    If there’s more than one identifying field, a second can also be chosen. e.g. a product may be identified by stock code primarily and then product name (or vice versa). If there are more than two, you can create a view (see below) and use a calculation in the view as the secondary value, which will allow any number of fields to be concatenated together
  • View to use
    This is the key option for relation fields, you should always specify a view. The idea is to create a view from the related table which includes any fields you will want to search on when adding a value. It can also contain filters to narrow down the list of possible options to those that make sense for a particular purpose. This view will pop up when you select ‘choose’ for a relation. As well as being useful to the user, the system will use this view in various places
  • One to one only
    Normally relations will be ‘one to many’, e.g. when relating a contact to an organisation, the org. may have many contacts, but each contact will be linked to only one org. Ticking ‘one to one only’ means that there’s only one related record allowed for any particular record. The practical upshot is that you can separate information into logical ‘blocks’ displayed as tabs. For example a company may have a ‘financial information’ tab that shows turnover, profit etc. A one to one link between a ‘financial info’ table and a ‘company’ table allows this information to be displayed in a tab, rather than all the fields going into the same company table, which could result in information overload for the user.
  • Do not use session record for new items
    This normally ticked by default. If unticked, the system will automatically fill the relation when a new record is created, with the last related record the user was looking at. e.g. if the user recently looked at Company X, when adding a contact, the company relation will be set to Company X.
  • On parent delete
    Controls whether a user is allowed to delete information that has ‘child’ data associated. See ‘deletion policies‘ for a full explanation.

Checkbox fields

  • Show digital signature
    With this option on, when a tickbox is checked or un-checked, the system will show the name of the user who updated it and a timestamp on screen next to the checkbox

Separator fields

  • Expand if record in view
    If a screen contains more than 10 separators, the system will by default contract them all to reduce information overload. The user can then expand and contract sections as they wish. This option allows you to select particular separators to always expand, or expand based on criteria. A criteria view needs to be created with filters that filter out any records that should remain contracted.

File fields

  • Type
    If ‘image/photo’, the system will only accept image files and reject any others which the user tries to upload. Additionally, photo of a person enables an extra use. If a field is set to this and is moved to the top of the form, it will display smaller in a style that works for peoples’ photos, e.g. like a LinkedIn bio.
  • Image resolution
    Allows you to save on storage space (and therefore the monthly bill) by automatically downsizing any images uploaded. This is becoming more useful as phone camera resolutions increase
  • Template and View to Use
    These allow the system to generate a PDF document based on a template which is uploaded to a view. Documents can then be generated by the user pressing a button, or automatically by a workflow
  • Paper size and footer style
    Specify options for generated PDF documents (see above). If specified, footers will contain a filename, taken from the first field in the template view chosen, and a page number.

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