Field Types

API_QUERY

The API_QUERY field allows specific data to be fetched from external REST APIs on the internet, and loaded into fields on a record.

User Interface

The user enters a search term and clicks 'LOAD OPTIONS'. The search term is inserted into a GET request which is executed in the background. The response results are populated into the drop-down select, with each drop-down option being one result from the REST API. When the user selects an option, the relevant parts of that result are selected from the JSON response and set into fields on the record. If needed, queries can be performed to fetch additional data from other REST APIs (using the search key selected from the initial response).

Example

The user wishes to be able to pull data from an online chemical database which is accessible via a REST API. They can type in the name or chemical number of the compound they are looking for, and select the one they want from the list which comes back. Some of the chemical properties they wish to save are quite specific, and are not in the initial REST API data, so an additional REST API query is made (using the chemical id of the selected result) to fetch the specifics of that entry. Once all of the necessary requests have been made, all of the properties of the selected chemical are automatically populated into fields on the form.

Configuration

Authentication Session Cookie

The Authentication Session Cookie is optional. If required, this will be called before performing any other query. The expiration date of the cookie is observed, so the same authentication cookie will be reused while the session is active.

• The Authentication URL needs to contain the full authentication GET target, including login and password. Only GET requests are supported for now.
• The Cookie name is the name of the cookie containing the authentication token. If it is set to 'Login', a cookie called 'Login' will be expected in the authentication response, and the value of that cookie will be used for future requests.

Primary Query

• The API target URL points to a REST service which returns a result containing an array of JSON objects, where each row in the array is one option which the user can select. The user's typed input text will be inserted in place of the {search} token. All query parameters (login, password, etc) should be embedded in the URL.
• The Results JsonPath field determines how to identify results from the REST API query result. This is defined using a JsonPath expression. (For formatting help and examples, it is better to refer to the JsonPath documentation online at http://github.com/json-path/JsonPath.)
• The Option display format determines how each REST API query result should be presented in the list of selectable options. JsonPath expressions surrounded in {curly braces} can be inserted as placeholders to select values from the JSON result.
• The {key} JsonPath is optional, and only needs to be specified if additional API queries need to be done to select all of the data (e.g. if there is data in a different database which needs to be selected using the id from the initial query). If defined, this JsonPath value will be replace the {key} placeholder in any subsequent query URLs.

Field Mappings

The Field mappings define which fields from the API Query response should be set to which fields in the record form.

• The Field selector defines which field on the form will be set. As a general rule, only fields with plain-text values can be selected here.
• The Value defines the text which will be set on the field. JsonPath expressions within curly-braces can be used to insert values from the JSON result.

Additional Queries

Additional queries can be configured by clicking on the '+' button next to the right-most tab. This allows additional API queries to be performed using the id defined in the initial query.

Constraints

• All data is expected in JSON format. XML is not currently supported.
• All requests are GET requests. POST is currently not supported.
• Authentication works by sending a GET request containing the credentials as GET parameters (i.e. embedded in the URL). Be certain to use https only, or the credentials will be sent in the open.
• The authentication response is expected to contain a cookie containing the authentication token, which is then inserted into the header of subsequent requests.

CHECKBOX

A CHECKBOX field is a simple tick box. The 'Display option' determines how the value is presented in the record list. This field type can be useful for visibility conditions on other fields or sections.

COMBOBOX

A COMBOBOX field provides a drop-down list of options from which a single value to be selected. The 'Depends on' option allows for the set of options displayed to be determined by the selection made in a preceding COMBOBOX. The user can be allowed to add new values to the list.

When importing records or options, duplicate options (active or archived) are prevented. A blank option is available in the "Depends on" field dropdown to clear dependencies.

Archiving Behavior: An option in a 'parent' COMBOBOX cannot be archived if it has dependent 'child' options. An error message will list dependent options. If a user attempts to add an option with the same caption as an archived one, a prompt to restore will appear. If same as active, a "Field option already exists" prompt appears.

Dependencies: If an option in the parent COMBOBOX is archived, attempts to change a child COMBOBOX option dependent on it will result in an error.

CLONERECORD

A CLONERECORD field displays as a button in the form that will create a copy of the current record. The configurator can select which module and form the copy will be placed in via the Clone record to module/form options and exclude certain fields from being copied across via the Prevent copying option.

DATEFIELD

A DATEFIELD field allows for a date to be selected in the form. This field is required for date-based record notifications. The 'Advanced validation rules' allows the configurator to further restrict which dates can be selected in the field.

• Automated Workflow: The condition "has not passed" can be used in Automated Advancing of Workflow rules for DATEFIELDs.
• Validation: The "Before or on today" advanced validation rule can we set and conforms to timezones.

DOUBLEFIELD

A DOUBLEFIELD allows for a decimal number to be entered.

• Rules Engine note: When used as a target field in the Rules Engine ("Set value of a field"), values can be set using a "LITERAL" numeric value or by referencing another "FIELD" of type DOUBLEFIELD within the form.

EMAIL_THIS_BUTTON

The EMAIL_THIS_BUTTON will send a PDF export of the record to a specified e-mail address. The option Keep audit of emails sent will track e-mails sent this way in the record audit log. Can include attachments of a large file size; these attachments will be included as links within the email. If total attachment size is < 40MB, files are sent as direct attachments.

GEOLOCATION

The GEOLOCATION field allows the user to capture their current GPS location in the record. This requires the use of a GPS enabled device and is therefore mostly used in the mobile app.

GRAND_SCORE

The GRAND_SCORE field provides a total score from multiple TEXTUAL_QUESTIONNAIRE and/or NUMERIC_QUESTIONNAIRE fields. The configurator selects which questionnaires to include and can set colours to display when a total score falls below or exceeds a set threshold.

HISTORY

The HISTORY keeps a log of text entered along with a timestamp and the name of the user who entered it. Text can be entered as rich text (see RICHTEXTAREA).

• Export: HISTORY fields are only included in individual record exports (e.g., to PDF/Word). They are not included when exporting multiple records to a template (CSV/Excel for re-import).
• Import: The HISTORY field is not validated on import for records as it is not part of the import/export template.
• Usability: Images from a browser and screenshots can be successfully pasted into HISTORY fields.

INTFIELD

The INTFIELD field allows for whole numbers to be entered, formatted with a comma thousand separator. E.g. 1,000,000.

• Rules Engine note: When used as a target field in the Rules Engine ("Set value of a field"), values can be set using a "LITERAL" numeric value or by referencing another "FIELD" of type INTFIELD within the form.
• Automated Workflow: Can be used in "Automated Advancing of Workflow" rules for "First occurrence" and "repeat every" criteria by selecting the "Field" option.

INVITE_BUTTON

The INVITE_BUTTON field allows a user to invite external users to collaborate on a specific record. For example, a contractor can be invited to enter his/her business details and documentation into a Contractor Management record. This option is only available when the 'External user sign-up' feature is enabled elsewhere and requires external user licenses.

LABEL

The LABEL field allows the configurator to add line of bold text anywhere in the form. This field can be used as a heading or to draw attention to important information.

LINK

The LINK field allows for a clickable hyperlink to be displayed in the form. The link is entered as the default value and can be set to open in the existing browser window or a new tab.

MULTISELECTCHECKBOX

The MULTISELECTCHECKBOX field is a list of checkboxes that allows for a user to select multiple options. The configurator can choose to display these as Checkboxes or Buttons.

MULTISELECTFIELD

The MULTISELECTFIELD provides a drop-list of options similar to a COMBOBOX but allows for multiple options to be selected. When importing records or options, duplicate options (active or archived) are automatically prevented.

MULTISELECTPERSONFIELD

The MULTISELECTPERSONFIELD allows for a user to select multiple users from a list. The configurator can filter the list by groups, hierarchy as selected in the record, or the author's manager. This is specified in Show in person field.

NUMERIC_QUESTIONNAIRE

The NUMERIC_QUESTIONNAIRE field creates a questionnaire where users pick ratings from a numeric range. The configurator specifies the range and adds a list of questions. Questions can include comments, attachments, and linked records functionality. Images can be added to questions in the form editor.

OPTION_BUILDER

The OPTION_BUILDER field provides a selectable list of values that users can modify directly in records. Unlike fixed option fields, users can add and remove options on the fly without changing field or form configuration. Values in an OPTION_BUILDER field can be sorted as needed.

OPTIONGROUP

The OPTIONGROUP field displays a selection of radio buttons allowing for a single option to be selected. When using RECORDLINK fields, the "Set a field on the linked record" option can be applied to OPTIONGROUP fields.

PDF_EXPORT

The PDF_EXPORT field allows users to export record information into a pre-formatted PDF document. The configurator uploads the PDF template and maps the fields in the template to the fields of the record.

PERSONFIELD

The PERSONFIELD field allows for a single user to be selected from the system. This list can be filtered by groups, hierarchy, or the user's manager. The field can be configured to display additional information about the selected person, including their primary/secondary occupation and manager. When "Ignore Hierarchy Access Restriction" is selected, this setting also applies to record list filters for this field. A PERSONFIELD can be set to default to another PERSONFIELD's manager, and default values can be cleared as needed. When scheduled records are created with "Apply default field values to new records" enabled, PERSONFIELD values that default based on other fields function correctly.

READERS

The READERS field provides an additional layer of security. When a user is selected in a READERS field, only that specific user will be able to view the record. All LookupTypes configured for a READERS field are preserved when the form is saved.

RECORDLINK

The RECORDLINK field allows users to link one or more records from another form to the current record. Links can be created from scratch or selected from existing records. The configurator must enter a caption for the button used to create new records and can enable a Select button for linking existing records. The target module and form must be specified, and linked records display in a table with columns representing fields from the linked records.

The field offers several advanced capabilities:

• Automatically populating linked records based on matching criteria, supporting text matching for TEXTFIELD, TEXTAREA, and RICHTEXTAREA with options for "Trim," "Ignore case," and "Regex" matching.
• "Clone" type links that create and link copies of existing records instead of linking the originals.
• Setting field values in newly created linked records.
• Workflow visibility conditions based on linked records' workflow steps.
• Copying linked records from templates during scheduled record creation.

In RECORDLINK tables, GRAND_SCORE Total Score, Max Possible, and Total Percentage fields can be displayed.

REVERSE_RECORD_LINK

The REVERSE_RECORD_LINK field displays records that link to the current record (via RECORDLINK fields). The configurator specifies which modules and/or forms to include and which fields to display in the table. This field type can be used as a selectable condition in automatic versioning rules. When records are exported to PDF, the full details of linked records appear in the same format as displayed in the record. Records created from QUESTIONNAIRE fields will show the document number and form name of their parent record in the REVERSE_RECORDLINK field.

RICHTEXTAREA

The RICHTEXTAREA field provides rich text editing capabilities with text formatting options. Images from browsers and screenshots can be pasted directly into these fields. RICHTEXTAREA fields are included in individual record exports (to PDF/Word) but not in bulk exports to templates (CSV/Excel).

RISKRATING

The RISKRATING field allows for a selection from the pre-configured risk matrix. The risk matrix must be configured before this field can be used. The configurator can select which risk matrix values are displayed as a combination of the Risk Rating, Risk Level, Category, Likelihood and Consequence.

SIGNATURECAPTURE

The SIGNATURECAPTURE field allows users to capture signatures that are attached to records as graphics.

SUMMARY_RECORD_LINK

The SUMMARY_RECORD_LINK field provides a comprehensive summary of all links in the record as displayed across all RECORDLINK fields.

TEXTAREA

The TEXTAREA field allows for multiple lines of text to be entered. The configurator must define how many lines are available via the Number of line option.

TEXTFIELD

The TEXTFIELD field allows for a single line of text to be entered into a form.

USER_RECORDLINK

The USER_RECORDLINK field functions similarly to the RECORDLINK field but deals with user records instead, containing information such as first name, last name, username, email, and group. Users created through this field will exist in the system without login access (they can be granted access by an Administrator).

TEXTUAL_QUESTIONNAIRE

The TEXTUAL_QUESTIONNAIRE creates a list of questions with set answers. Each question can be weighted, and each answer is assigned a score to generate a total. Users can add comments, attach media, and create or add linked records. Question images can be added in the form editor.

TIMEFIELD

The TIMEFIELD allows recording the time of day in a form. Times are generally converted to the user's time zone and adjusted for daylight savings; if configured to ignore user time zone, the value in email notifications will match what is shown on the record. This field type can be updated by rules configured to set time values.

TRAINING

The TRAINING field provides a list of competencies as configured in the Administration > Training Management tab. The field can be used as a basis for field visibility conditions, allowing specific competencies to be selected as values for conditional visibility. A TRAINING field can be configured to copy certain details, including custom fields, from the selected competency whenever it is updated on a record.

TWINCOLUMNSELECT

The TWINCOLUMNSELECT field displays two columns: the first shows a list of selectable options, and the second shows the options that have been selected.

TWINCOLUMNSELECTPERSONFIELD

The TWINCOLUMNSELECTPERSONFIELD field is similar to the TWINCOLUMNSELECT field but lists users in the system instead of options. The configurator can filter which users are displayed similar to the PERSONFIELD field. This field type supports the "Ignore hierarchy access restrictions" configuration option and can be used effectively in workflow visibility conditions.