User Defined Data

• Click on Properties/Columns bar.  A line is added to grid. Each new line represents a property that can be added to a screen or tab.

• Enter Property Name as it will appear on screen. Name cannot contain spaces or any special characters other than an underline mark.

• Click Type and select type of field to add. Common types used are

• • String creates a single-line text field.

  • Memo creates a multi-line text field.

  • Numeric creates a field that only holds numbers.

  • Date stores dates.

  • Checkbox adds a yes or no value displayed as a checkbox.

  • Currency captures money information.

  • DateTime records both a date and time.

  • Lookup references one of built-in lookup tables.

  • Phone stores phone information.

  • SSN is for social security numbers.

  • Time of Day stores only time.

  • Unique Identifier stores a unique value that cannot be present in any other record in table.

• Enter DB Column Name as it will appear in database. Name cannot contain spaces or any special characters other than underline mark. If Type is a Unique Identifier, DB Column Name must end in _GU.

• Click Special Type and select an option to define new field as a system-generated field, such as date record was modified. Options are:

• • Add Date automatically add date record was created.

  • Add User ID automatically capture user ID of who created record.

  • Change Date automatically add date record was last modified.

  • Change User ID automatically record user ID of who last changed record.

  • None is default.

  • Numeric Year automatically adds current year in 4 digits.

  • Organization ID automatically captures ID of organization (school) to which record is attached so that record can be linked to information from organization when querying.

  • Organization Year GU automatically adds a link to organization and year for reporting purposes.

  • Year GU automatically adds a link to school year.

• Enter Max Length of data that can be entered in field. This information is required.

• Click Scroll Order and select order that fields display.

• Click .

• Repeat steps to create additional fields.

• When all fields are added, return to Basic Info tab.

• Click . This saves all new fields to database to be used in screens.

• Click line of field to customize. Line highlights.

• Click .

• Check Mandatory to set new field so that data must always be entered in field before it can be saved.

• Click Special Action and select For Insert Only to set field so that it is only available on Add screens of screen selected, and cannot be edited. None is default selection.

• Enter Max Length of data that can be entered in field.

• Click Text Mode and select

• • Single Line allows only one line of text.

  • Multi Line allows multiple lines.

  • Static enters a default value that cannot be changed.

  • Password stores text in database in an encrypted format.

• Enter different Label, if desired.

Text for label is set as Short Label, by default. A different Short Label may be entered for times when space is constrained on screen.

• Enter Short Label, if desire different than Label.

• Enter a Default Value for a field that is entered automatically, but can be changed by end user, if desired.

• Enter Display Length number of characters in data entry box This does not have to be same as Max Length number, but should be at least as long as that or longer to have all of characters display on screen.

• Check Read Only to set field so it cannot be changed by user.

• Click .

• Click line of lookup field to customize. Line highlights.

• Click .

• Check Mandatory to set new field so that data must always be entered in field before it can be saved.

• Click Lookup Display and select whether to display code or description of values in drop-down list. Choices are:

• • Code – Code and Description stores code in field, but shows Code and Description when selecting from list.

  • Code – Code stores and displays only code.

  • Code and Description – Code and Description stores and displays both.

  • Description – Description stores and displays only description.

• Enter Max Length of data that can be entered in field.

• Enter different Label, if desired.

Text for label is set as Short Label, by default. A different Short Label may be entered for times when space is constrained on screen.

• Enter Short Label, if desire different than Label.

• Enter a Default Value for a field that is entered automatically, but can be changed by end user, if desired.

• Check Read Only to set field so it cannot be changed by user.

• Enter number of characters in Lookup Width to be displayed in a drop-down list.

• Click Lookup Sort and select either Alpha Ascending,  Alpha Descending or None.

• Click line of lookup field to customize. Line highlights.

• Click .

• Click Value List tab.

• Click next to Lookup Name to use an existing lookup table listed. Find: LookupTable screen displays.

• Enter partial or complete data in any white field.

• Click . Search Results displays a list matching criteria selected.

• Click line of Lookup Table to use. Line highlights.

• Click again. Find: LookupTable closes and selection displays in Lookup Name. Lookup Name is a link to that Lookup Table and may be accessed for review.

AND/OR

• Click in Value List bar to use a new table.

• Enter Order to display.

• Enter a Code for value.

• Enter a Description of Code.

• Continue clicking until all items in list have been added.

If both table types are defined , Lookup Table is used.

• Click .