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List of Data Types

Agiloft supports a wide range of different kinds of fields, called data types. In addition to native text and numeric fields, you can create complex fields by uniting other fields, and create linked fields that refer to other fields in the same or a different table. Each of the available field types is described below:

Field Type

Description

Action Button

See Action Buttons for more information.

Append Only Text

This is a text field that date-and-timestamps the notes and includes the user name every time the record is saved. Each time you open the record for editing, the previous notes appear before the textbox and are read-only, and the additional notes textbox is blank for new entries. So you can always add new notes, but not edit previously saved notes.

When you're setting up a field like this, you can choose to display the entries in chronological order with the input box at the bottom, or in reverse chronological order with the input box at the top.

A field like this is useful for including only the latest additional notes in an automatic email. For example, in an exchange where a tech and a customer communicate via the additional notes field, automated email can be set up to send only the latest update to the notes in the email instead of the entire correspondence.

The Append Only text style can be configured in the Forms tab of the Look and Feel scheme.

Billing compound field

There is a default Billing table generally hidden from view, available to all tables. Adding the Billing field data type to a table pulls the fields from the Billing table into the table as a set of linked fields with multiple values enabled. This allows users to create billing records from within the current table. It also adds two calculated fields to hold the total billable and non-billable hours. Access permissions to the underlying billing table are required for users to create billing records from another table.

Billing Enhancements coming: auto-timer, auto-creation of billing records in background, more complex billing table structure allowing mapping of fields from parent tables into billing sub-tables so that reports run from billing table can include all relevant information from parent records

Calculated ResultCalculated result fields show the result of a calculation involving other fields in the table. These are calculated on-the-fly and update synchronously as the other field values changed. For example, you can use this data type to calculate the Total Price by multiplying the Subtotal by the Discount Percentage field.

Choice

Choice fields provide the user with a predetermined set of choices. An example of a choice list is the list of countries or Yes/No. You can select an existing choice field or create a new choice fields by selecting this field type. You can edit existing choice fields and see where they are used using Setup > System > Manage Choice Lists.

Compound

Compound fields store the result of joining some fields together and displaying them as a single unit. An example of a compound field is the Full Name field, which is the compound of Title, First Name, and Last Name.

Currency

A currency field stores some money value in one of the national currencies;for instance $30.65 is interpreted as thirty US dollars and sixty-five cents.

Date

A date field stores a date in one of the selected formats. An example of a date field's value is May 1, 2004.

Date/Time

A Date/Time field stores some date and specific time on that date. An example of a date/time value is May 1, 2004, 3:30pm. The time zone used can be configured on a field-by-field basis, with the default time zone set on a KB basis using the Time Zone of date/time values global variable.

Elapsed Time

An Elapsed Time field stores the amount of time. An example of the elapsed time field's value is 3 days, 8 hours, and 24 minutes.

Email

An Email field stores one or more email addresses. Email fields can be configured to check email addresses for validity. For example, you can require that all email addresses contain the "@" character in them.

Email Pager

An Email Pager field stores the email address of a pager. Email sent to a pager is sent as plain text, and all HTML formatting, if any, is automatically discarded.

File with versioning

File fields are used to store attached files; most file types are supported.  Administrators can limit certain file extensions, for example to disable the ability to upload executable files.

Versioning and check-in/check-out controls are available, but optional.

Floating Point

Floating Point fields are used to store decimal numbers, such as 2.71828183

History

A history field is created for every new table automatically It is critical to store data used by reports and rules and you should NEVER delete it. This provides a full audit trail of all changes made to a record with a snapshot capability that shows what a record looked like after any set of changes.

Image with versioning

Image fields store attached files that are displayed as pictures within the record. Image fields can be used to store employee profile photos, corporate logos, or other images.

Integer

Integer fields are used to store integer numbers, such as 7,194 or 2435.

Linked Logical NameThis is a special system field type; users do not typically create this data type manually.
Long IntegerLong Integer fields store integers greater than or equal to -1152921504606847000 and less than or equal to 1152921504606847000.

Multi-Choice

Multi-Choice fields are like choice fields, but allow the selection of 0 or many items from the list. An example of a multi-choice field is Additional Groups, you might use a multi-choice field to describe someone's Skills.

Password

A Password field stores passwords encrypted using one-way hash encryption. Passwords are shown as asterisks in the GUI. Administrators may set an option on password fields that will require the user to reset the password the first time the user logs in. For more information see Security.

Percentage

A percentage field can be useful to estimate the likelihood of a deal closing or completeness of the assignment. Note, that if user enters a % in the input box, it will be omitted.

RemoteAccess/Chat

RemoteAccess/Chat field is type of Action Button that allows you to either create a Remote Desktop connection or to start a Chat session from within the record view. For example: imagine that for 90% of the cases before updating the record you want to be able to verify some important details with your boss. Add a chat button to your layout and you can talk to anyone without leaving the Edit dialog.

Short Text

A Short Text field stores up to 255 characters of text.

Telephone/Fax

A Telephone/Fax field stores a phone or fax number using a predefined format.

Text

A Text field can store at least 4,000,000 characters of text. The true limit may by higher, depending on the underlying database.

Time

A Time field stores the time of day, for example 5pm or 3:30am.

URL

A URL field stores a web site address using http(s)://... format.

Variable Formula

The variable formula field stores a formula which can include global variables, field variables, and standard functions.

It is typically used in rules or other automation.

Survey Fields

Survey Presentation Field

Stores an instance of a questionnaire or survey for a given record.  It is used to define which survey definition applies, to display a set of questions defined by the selected survey definitions, and to store the combined questions and answers.

Survey Definition Field

Allows users to select the questions for a particular questionnaire, define their order, visibility dependencies, and requirements.

Question Description Field

Allows users to define questions and answer types in a normal table record.

Linked Fields

Copy fields from another table. This takes the attributes only.

You can copy one or more fields into the current table from another table in this or any other Agiloft Knowledgebase. This is useful for quickly adding fields that you have already created in another table or fields from built-in tables designed with this purpose in mind. This operation copies the fields with their attributes, but does not import any data or maintain any relationship with the source table.

To copy fields from a table in another Agiloft KnowledgeBase, you must be a member of the admin group.

Link to single field

A "Link to single field" links to only one field in another table. We recommend using "Link to selected fields" for most cases, as Selected Fields can be expanded in later editing, whereas Single Fields can not.

Link to all fields in another table

This field type links to all of the fields in the selected table. See Linked Fields and Reference Other Table vs. Create Independent Fields  for more details.

Link to selected fields from another table

This field type links to the selected fields from two or more tables. See Linked Fields and Reference Other Table vs. Create Independent Fields   for more details.

Link to a single field from multiple tables

This field type links to the selected fields from two or more tables. An example of such a field is the field "Assigned To" which can either be an individual member of the User table, or a Group, i.e. a member of the Group table.

It is possible to construct a multi-choice field from different data types, for example an integer, a text field and a floating point field. In such a case, it is represented as a text field.

See Linked Fields and Reference Other Table vs. Create Independent Fields   for more details.

Related Table

This field type shows one of the above link fields from the other direction. For example, you may have a field such as Assigned To in the Cases table that links to the Login field in the user table. This field type will allow you to create a table within each User record that shows all the Cases that the user is Assigned To. See Linked Fields  for more details.

Embedded Search Result

The Embedded Search Result data type is a field that displays the results of a search on some table. For example this can automatically display records in the Standard Solutions table based on keywords entered in the current record. The field allows a special filter to be configured to limit the records being shown by some criteria. This filter allows usage of fields from the "parent" table – the one where the Embedded Search Result field is located – in the filter conditions. This filter is not otherwise accessible from Left Panel or via Active Saved Searches for security reasons.

Communications Search ResultThis special variety of an embedded search result is used to show a filtered list of communications such as emails, faxes and notes, about a record. Typically, these fields are set to show only emails sent to or from the record directly, but you may alter the search filter if required.

Calculation on Multiple Linked Records

This field provides the result of a calculation of two or more numerical fields.

Fields may be from other tables. If a field from another table is used, Agiloft creates a link relationship. If the field in the other table is modified, the data in existing tickets or objects will update dynamically.
Important! If you want calculated data to remain stable, all needed fields should be added to the current table using a link relationship.

Example: This could be used to provide a quote for a service call based on the technician's hourly rate and the time scheduled, or to calculate the sum due for work on a particular case.

WMI (Windows Management Instrumentation) Field

This field type enables the user to capture various kinds of information from a Windows based user that can be accessed through the WMI specification.

The implementation uses ActiveX controls for accessing the WMI classes and properties. Your browser must support ActiveX technology to access the WMI properties. Some browsers require plugins to support ActiveX controls.

To set up a WMI field, go to Setup > Tables > [Select table] > Edit > Fields, and select New > Windows Management Instrumentation Field. Fill out the wizard to choose the classes and options needed. The setup assumes you have a certain level of knowledge of the technology behind WMI. See Windows Management Instrumentation for more information.

The sample knowledgebase includes a table named WMI Sample that contains common WMI field definitions and these can be copied into your current table using Setup > Table > [Select table] >Fields > New > Copy Fields from other table.

Note: If WMI fields are hidden by dependency conditions, they do not run the corresponding ActiveX components to poll the user's machine until they become visible.

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