Edit a Data Library Field

Each Data Library consists of a number of fields.

The Data Library Type defines the type of information that is expected to be recorded in the Data Library Field. This could consist of headings, free text, choice lists, numbers, yes/no options, dates, currencies, countries, etc.

To edit a particular field:

  • Navigate to: System Tools > Data Library > Data Library Types.
  • Select the required Data Library Type and open it. For this example, we'll select the Contract Type.
  • Locate the required field and select the Open (Folder) icon adjacent to it, or on its Quick Reference). For this example, we'll select the Contract Type (CT TYPE) field.

The Data Library Field wizard opens.

Field Details

The Quick Reference, Description (Name), and Short Description of a field can be edited on the Field Details screen. Similar to Data Library Types, Help text can also be created/amended in the Help Text field.

The text will assist users with knowing what information should be entered into the corresponding field. Once the wizard has been saved and closed, the text entered will display above the field on the Data Library screen.

If text entered is separated by a pipe line (|), the text before the pipe line will display when the Data Library record is in edit mode. The text after it will display when the record is viewed.

Text Field

Options displayed on the Text Field Options screen will differ according to the Data Type selected for the field in question.

For example, if the Data Type has been set as Free Text, the Text Field Options screen will display the following options:

  • Max. Characters: Allows for the maximum number of characters a field value can contain to be entered/changed. The default is typically 30-100 characters and the maximum 4000.
  • Always single line entry: Select the checkbox to ensure any values entered display on a single line.
  • Choice List Options: Allows you to set up limited, editable or coded choice lists.

- Limited Selection Choice List enables Users to select choices from a list.

Editable Choice List enables Users to select choices from a list, but also enter new choices or amend the existing ones when recording the Data Library.

If any of these options is selected, a Choice List text box will be displayed on the screen, allowing users to enter their options.

Separate any choices entered into the Choice List field with a with a pipe line (|), so that they display as separate choices in the menu.

Enter a pipe line before the first choice if you want to add a blank field/line (or a 'No Selection' option). If no pipe line is entered at the beginning, the list will default to display the first choice entered on the first line in the menu.

Note

This option is only applicable when the Limited Selection Choice List option is selected.

Selecting No choice list to allows Users to enter Free Text in the field.

  • Display As: This determines how your Choice List will display in the Data Library record.

If Limited Selection Choice List is selected as the Choice List option, choices can display as:

A list to select from (i.e. choices in a dropdown menu).

Hyperlinks to websites or email wizards (if Text URL or Mail to URL options are selected).

As a series of radio buttons (listed vertically, Radio Choice List, or horizontally, Radio Choice Across).

As a series of checkboxes (listed vertically, Checkbox List, or horizontally, Checkbox Across, multiple selection enabled).

  • Input Options: Force Upper Case: Select this checkbox to automatically convert entered values into an upper case equivalent, upon saving the Data Library record.

Formatting & Formulas

The format of fields can be set on the Formatting & Formulas screen. For example, numbers can be used to change the colour of a field name and its value.

Field Formatting

  • Default Report Format: Formulae can be entered in this field to indicate how the field will display in reports.
  • Colour of prompt: Enter one of the numbers indicated to change the colour of the field name.
  • Colour of text: Enter one of the numbers indicated to change the colour of values entered into the field.

Automatic Field Value Formulas

Formulae can be entered in this section in order to automatically populate fields and to make the field obligatory.

  • Initial Value: Determines the default value displayed in the field. When a new entity or Data Library Item uses this field, the field's default value will be set to that of the formula or set value entered here.
  • When Saved: Similar to the Initial Value, enter a formula or value here to automatically populate the specified field when an Entity or Data Library Item using it is saved.
  • Can Save Validation?: Option to make a field mandatory to fill. Enter the Quick Reference of the field to determine which field.
  • Validation Error Msg?: Option to display an error message if a field has not been populated.

Display Control Options

The visibility and applicability of this field, in addition to restriction of User access to it, can be determined on this screen.

  • Access Group: Access Groups are designed to restrict User access to certain Data Libraries and can be used to restrict access to certain Data Library fields. There are 40 Access Groups (0-39) within User Defined Fields (UDFs) and by default, each UDF is assigned to Access Group 0. A dropdown menu is used to determine the Access Group for a UDF.
  • Visibility: The visibility of a field can be changed from Visible to either Never visible or Not visible if blank and viewing/reporting (meaning that the field will not display in output if it has not been previously populated).

Users can also be prevented from editing the field by selecting the Field is Always Read Only checkbox.

  • Display Field? Formula: Used to display fields that match certain criteria.
  • Only For These Entity Types: Option to make the field applicable to only those selected entity types. For example, if the Company entity types is selected, the field in question will only display when adding/populating a Data Library record from within a company. If no entity types are selected, the field will display within a Data Library record for all entity types for which the Data Library type is applicable.
  • Other Options:

Allow records to be connected to this field: Allows Data Library fields to be connected to a Data Library Type.

Allow all types to be connected: If selected, will connect the field in question to all Data Library Types. If deselected, an additional field displays at the bottom of the screen, allowing for the selection of which Data Library Types can be connected to the selected field.

  • Disable field level auditing for this field: Option to prevent any changes to the field from displaying in the Audit Trail.

Countries

Data Library fields can be made jurisdiction specific. This means that Users will only view those relevant Data Library fields for specified countries within their entities:

To apply a Data Library field to selected jurisdictions:

  • On the Countries screen, select the checkboxes against the required countries.

To exclude a Data Library field from selected jurisdictions:

  • On the Countries screen, select the Exclude from the selected countries checkbox.
  • Select the checkboxes against the countries the Data Library field should be exclude from.

Leaving all options unselected indicates that the Data Library field applies to all jurisdictions.