This chapter deals with customizing property windows containing details of individual records, which is available under the Professional license only. Only a user with the role of Administrator can modify field definition (with the exception of graphic presentation), create new fields, and delete existing ones.
The principles of customizing detailed properties of a record are similar to those of customizing a dashboard report described above. In principle, two aspects of record presentation can be customized: firstly the record content, that is, what fields should be shown in the record properties window, and secondly the record layout, that is, the arrangement of individual fields in the given record.
You will gradually learn about the two customization aspects and how to share the customization with other users.
The content of a record are the fields the particular record consists of, that is, the information which can be stored in the record. It is, however, necessary to distinguish between what fields are contained in the record and what fields are shown in the record properties window. This is because some fields may be included in the record but they are hidden and thus not displayed at all in the record window.
Let us take as an example a record in the Tasks database, representing one specific task. The record properties window is divided into separate tabs with selected fields shown in each tab. The task record contains information whether it is critical. However, you cannot find this information in the task record window with the standard settings since this is a hidden field.
You can easily find out which fields are actually included in each record in a selected database—look at workgroup customization via the Edit/Customize… menu. In the workgroup customization window go to the Fields tab and select the database the fields of which you are interested in.
The table of fields shows:
Except for the field type and its historic value properties, all other field characteristics mentioned above can be modified.
The edit window for the field definition can be opened by double-clicking a row with a particular field or by selecting a row and pressing the Modify… button to the right of the table with the list of fields.
In the first tab of the window you can first alter the title of the field and the description to be displayed as a help text when hovering the mouse over the field name in reports or in the record window.
Additionally, you can enter a name for the given field here, to be used when exporting it in the iCalendar format. You need to define the name in such a way that it would be understood by other programs using the iCalendar format or, more precisely, so that it would correspond to a "property" name in the iCalendar standard. The system even allows you to export fields that do not have a name corresponding to a "property". In that case it chooses the name X-UNKNOWN-<name of the field>. Fields from databases of appointments and tasks, which can be exported using predefined export formulas from the ICalendar database, have the name filled out already. (For more on how to proceed when exporting data in the iCalendar format, see Chapter 15, Data exports.) The lower part of the window enables you to modify other parameters depending on the field type. For a text field, this can be the width of the input field, for a numerical field, the number of decimal places, etc.
A special case of field you might want to modify is the Status field in the Tasks database. In the first tab of this field’s definition window you can modify and add statuses of completed and uncompleted tasks.
Using the buttons of New Incomplete and New Complete you can add new task statuses. Using the Delete button you can remove selected statuses. You can modify the state name and description directly in the table.
In the second tab of any field definition window you can see where in the record window the field is displayed or in what other databases it is used.
The defined positions can be removed by pressing the Delete button. Use the Add… button to add a new position in the record window where the field should be displayed. You can modify the group and position directly in the table containing the display list. If you are a workgroup administrator, using the Save to shared appearance button you can share your field display settings with other users. By pressing the Reset shared appearance button all your private field display settings will be canceled and the shared settings will be restored. For more information about displaying fields in record windows see the Record Arrangement section below.
The Colors tab lets you set color codes for records in the fields. A detailed description of how to set the conditions for the records to be displayed in a different color is in Chapter 13, section Color formatting definition.
There is the New… button to the right of the table with the list of fields which enables you to create your own field. This might be advantageous, for instance, when you want to keep track of some task information that has not been included in the original Instant Team settings.
After pressing the New… button a dialog window for creating a new field is opened. There are three characteristics of the new field to be defined in this window which you will not be able to modify later.
The first of these characteristics is the database in which the new field should be created. The second characteristic is the type of the field to be created which defines what type of data will be stored in the field. One of the following types can be selected:
In addition to specifying the selection options (using the New… button), the next step in the definition of a Picklist type field allows you to set these parameters:
Names of the items can be modified directly in the table.
The third of the characteristics is specification whether the new field should contain historic values, that is, whether information should be stored in the record about what value was stored in the field on a specific day. What options are available depends on the field type selected above. In general, one of the following options can be selected:
After pressing the Ok button, the new field will be created and you will be able to specify the name, description, and other parameters depending on the field type. Proceed as if you were modifying an already existing field—see above.
To the right of the table containing a list of fields, you find the Copy… button that enables you to create a copy of the selected field in a different database. You can only copy user-created fields.
After you press the Copy… button a dialog window pops up where you create a new field. In this case, the window only lets you change the database. The Type, Multiple values, and History fields are pre-completed in accordance with the copied field and you cannot change these values.
After you press the Copy button a field editing window pops up, see above. Data in the window has been pre-completed with the values of the field used to generate the copy.
After a copy of a field has been created the field exists in two or more databases. If you change a property of the field in one database then the property changes automatically in all copies of the field in other databases as well.
If a table with a list of fields displays fields from all databases then the Database column contains a list of all databases (comma separated) in which there is a copy of the corresponding field.
Existing user fields which are no longer needed or which were created by mistake can be removed using the Delete button to the right of the list of fields.
A field with a copy in more than one database can only be removed in case the table with a list of fields shows fields from just a single database.
If you deleted a field by mistake, you can recover the deleted user fields using the Undo button.
The layout of the individual fields in the record window is defined again as part of workgroup customization via the Edit/Customize… option. In the workgroup customization window go to the Databases tab and by double-clicking a database or pressing the Open… button you can open the editing window to design the record properties window of the selected database.
This tab includes two lists of the particular database record fields which can be displayed in the record window. The left list contains fields to be displayed in the record window, the right one contains hidden fields—the fields not to be displayed. Fields in the left list are combined into groups, see below.
If you want to start displaying any of the currently hidden fields, simply move them to the left list using the button with the left-pointing arrows. The field is inserted into the group that is active in the left list. On the other hand, if you want to stop displaying a field in the record window, move it to the right list using the right-pointing arrow button. If you select several fields, you can move them at the same time. If you select a group then the entire group will be removed.
In addition to the buttons for moving the fields from one list to another, there is the Duplicate button between the two lists. You can use this button in case you wish to display one field several times at various places in the record window. After pressing the Duplicate button, a copy of the field selected in the left list is created, being thus listed two times. The new field is inserted into the group where the original field was. It is also possible to duplicate an entire group at once. When duplicating an item, the height, name, description, and display options are copied as well.
The left list further enables you to specify where exactly the record window will display the individual fields you selected to be displayed.
The individual fields can be organized in groups of eight different types:
After clicking the History button, the following window appears.
You define the separate conditions in a similar way as when defining report filters. First select the field which should affect the way the group is displayed and then specify the value for which the condition applies. Any number of conditions can be defined while the conditions might be applicable simultaneously or independently. You cannot modify the conditions later on; it is necessary to enter them again if need be.
When you want to make sure that some fields are shown only if a specific value is selected in another field, join the relevant fields in a Variables type group. Depending on the selected logical or picklist field defining the variables, nodes will be created within the Variables group, each of them representing one variable. Under each alternative the fields can be organized always in a different way, some fields can even be hidden.
As an example of the Variables type grouping, we take the Period field, which is used in a record in the Recurrent Activities database. Under the default arrangement, the Period field, which is of the Picklist type, is displayed in the Recurrence tab. The individual options available for selection in this field are shown as Variables group nodes—Day, Week, Month, Year. Each of these options defines what other fields should be displayed and what their layout should be. For instance, when the option of Day is selected in a Recurrent Task record then the Pattern column will only display a row containing the Frequency and Period fields. When selecting the option of Week, however, the Pattern column will include not only the row with Frequency and Period fields but also the Day of Week field—see the pictures below.
After including a field in a group the group is expanded automatically.
The above mentioned field groups can be combined arbitrarily. This means that two or more fields can be grouped in a column, for example, and the entire column can be displayed in a tab.
Use the Group button to group fields together. The button is enabled as soon as you select at least one field. Pressing the button will create a group containing the selected fields.
You can easily move individual fields and subgroups from one group to another using drag-and-drop.
The groups themselves enable you to set the following characteristics directly in the left list:
The record window enables you to display embedded reports. Only one setting of the report can be modified—Height. The height of an embedded report is the number of displayed lines. If the height of a report is specified, the number of displayed lines will always be fixed. If no height of the report is specified, the number of lines will be set automatically by the system.
If you unintentionally grouped fields you do not want to display in one group, select the group and press the Ungroup button. The group will be split into individual fields again.
If you are a workgroup administrator, you will find the Save to shared appearance button in the Display tab of the record display settings window, which enables you to share your modifications of the record window settings with other members of your workgroup.
The Display tab provides to all users the Reset shared appearance button, which enables them to cancel all applied record appearance settings including customization of all embedded reports and to return to the shared appearance version.