This The Table wizard is used to create tables or edit existing ones. For example, if you navigate to Setup > Tables, select an item in the table tree and click New, the following wizard is shown:
This tab lets you set the table's label and provides default values for the name and the plural label.
This tab lets you choose or upload an icon for the table.
- This is where the bulk of table work is done. Fields are listed alphabetically by label and may be created, edited, and deleted from this screen.
- Relationships between tables are created and edited here through special field types.
- Creating a field does not make it show up in a form unless you both add it to the Layout and give groups viewing permission.
Types of data Fields
Each data type may have options specific to it, but many options are the same for most types:
- General – Provides the name of the field and basic type information
- Options – Defines if field is dependent, required, what type of input is used
- Permissions – Allows an existing field to be copied to set permissions for all groups for new field
- Display – Defines further display characteristics, input and popup instructions and placement
Rules and Workflow Tabs
Create or view rules and workflow specific for this table directly from the Table Wizard.
Fields will not appear until you add them to a layout.
There are two distinct layouts for every table: one for staff and the other for the EUI:
Please note a special Common Area section for dragging-and-dropping fields. This section will appear as the first tab and you can drag and drop fields into it just as you would with tabs normally. When viewing a record using the layout, any fields in the Common Area will be shown above the other tabs, near the title, rather than underneath the tabs where the other fields are shown.
A good use of the Common Area is to put critical fields that are relevant to multiple other tabs there, such as ID, customer name, etc. It is possible to put all types of fields to the Common Area, including Linked Fields, required fields, dependent fields and so on. It is possible to create headers for the Common Area.
You can create indexes for specific fields of a table that are important so that speed will be improved when running a saved or advanced search on those fields.
It is also possible to turn off the full text indexing on tables in which it is not relevant or useful, and this will speed performance on those tables (communications tables, for instance).
To set up a field index, go to Setup/Tables/select a table/Edit/Indexes and click the New option. Typically you will want to index only a single field at a time, but it is also possible to create a compound index by choosing multiple fields. When you save the index setting, the system will take the time to index the selected field immediately.
Indexing fields such as Status and/or Assigned to, as an example, can speed the performance of saved searches based on those fields.
Which records are "My Own" ?
- Generally the owner of a record is defined as a single person - either an end user or account representative.
- However, end users can only edit their own records, so if they need to be able to edit others' records, ownership needs to be defined more broadly – e.g., when the Company field of the record matches the Company field of the user.
- If "my own" is defined more broadly, you may need to add record permission filters to prevent some people from seeing all of their own records.
Privileged end users at a company can edit others' records, but normal users should only see and edit their own – you can apply a filter in the group permissions for which of their own records a user can view or edit.
Permissions Tab-Record Permissions
- Permissions control in this tab is not as fine as through the Setup/Access/Manage Groups menu. Do your initial permission setup here, but always refine them from Setup/Access/Manage Groups.
- This tab defines only record level permissions for the table – field level permissions are defined in Manage Groups screens.
Conversion is a very useful feature – it allows you to auto-, edit, and delete tables. You can create any number of new tables and completely delete tables not relevant to your system. When editing a table, you can customize it in a variety of ways, such as its permissions, fields, actions, rules, and more. To edit a single table, expand it in the Left Pane and click Setup [Table Name]. If you plan to create or delete a table, or want to edit multiple tables, go to Setup > Tables to see the full table tree.
From Setup > Tables, you can also Hide or Unhide a table from all users, Deactivate existing tables to completely disable them in the system, and Print Fields for all Tables to quickly create an Excel reference sheet of all fields in all tables.
Creating New Tables
To create a new table or subtable:
- Navigate to Setup > Tables.
- In the table tree, select:
- Table Tree to create a new table
- An existing table to create a new subtable
- Click New. The table wizard opens.
- Complete any basic configuration and click Finish. Note that the table isn't added to the left pane unless you configure it on the Left Pane tab.
Editing Default Table Settings
To edit the default table settings for new tables:
- Navigate to Setup > Tables.
- In the table tree, select Table Tree.
- Click Edit. The Table wizard opens.
- Make any desired adjustments to the default table settings.
Changes to the default table settings do not affect existing tables. Only new tables inherit the new settings. The exception is adding new fields. When you add new default fields, they're added to all existing tables. However, this can take quite a while in a live system. Adding fields in this way also locks the tables, preventing users from saving and creating records. This can be a concern if you add new fields during working hours.
Editing Existing Tables
To edit a table or subtable:
- If the table is included in the Left Pane, expand it and click Setup [Table Name]. If the table isn't in the Left Pane:
- Go to Setup > Tables and select the table in the tree.
- Click Edit. The Table wizard opens.
Using the Table Wizard
Use the following tabs on the Table Wizard when you create or edit a table or subtable.
The General tab allows you to configure several settings:
- Set the table's label and plural label
- Choose a table name
- Choose whether the table is deletable or not
- Apply a saved search automatically when the table is opened from the left pane
- Create linked communications
- Hide the table label from certain groups
The Graphics tab is where you can select the icon used to represent the table and set certain icon properties, such as how the icon displays in the left pane. This tab also shows icons currently used in other tables, provides a selection of icons, and offers a way to upload additional custom icons.
It usually looks best to choose Default Unselected Icon for the "Icon When Table is Unselected" and "Last Opened Icon" options.
The Fields tab provides a full list of all fields in the table, regardless of whether they appear on the record form. Fields are listed alphabetically by label and may be deleted from this screen. You can also launch the Field wizard from this screen to edit existing fields or create new fields. The Data Type column identifies fields by type, such as linked field, related table, or other data type. You can see a full list of available data types by mousing over New.
You can select multiple fields and click Set Field Properties to configure field visibility, edit dependence, and more. To view information about fields in the table, such as admin notes, date updated, history entries, and other attributes, select the desired field(s) and click Print Field Documentation.
When you create a new field, it won't appear on any forms until you add the field to the layout and grant permission for groups to view it.
The Layout tab allows you to create custom layouts for power and end users. Each table field is displayed as a separate block, which you can drag and drop into the appropriate location. If fields are in the Available Fields section or the Hidden tab, they are not displayed on the layout.
For more information, see Layouts.
The Action Bar tab allows you to view existing action bars for the table. You can click New to launch a wizard and create a new action bar, or you can click one of the Edit icons to configure an existing action bar. You can also copy or delete actions bars from this screen. Action bars, which allow you to perform a variety of actions, may be used in the current table and when records from the current table appear in other tables. They appear above the table view and above tables embedded within records.
For more information, see Action Bars.
The Left Pane tab lets table admins add or remove tables from their own or other users' left panes, depending on the default left pane setup for a user's team.
For example, if a user's team contains the Incidents table in their default left pane setup, but a user has removed the Incidents table from their own left pane, a table admin can use this tab to add the Incidents table back to the user's left pane by selecting the "Add the table to all user personalized left panes as well" option. If the table admin adds a table that is not a part of the default left pane setup for a user's team, or if the table is already on the user's left pane, nothing changes on the user's left pane and they do not receive a notification.
The Actions tab allows you to create, edit, and delete all table actions. You can delete actions directly from this tab, or you can click one of the "Create..." action type buttons to launch a wizard to create a new action. You can also select an existing action and click Edit to launch a wizard to configure the action. This tab functions identically to the action wizards in rules or actions buttons.
For more information, see Actions.
The Rules tab allows you to create, edit, and delete all table rules. This tab functions identically to the rules wizard accessed elsewhere. For more information, see Rules.
The Workflow tab allows you to create or edit the table workflow. For more information, see Workflows.
Record Ownership is defined on the Permissions tab, which determines whether a user "owns" the record or not. These settings have a significant impact on record-level permissions, since view and edit permissions are separate for "my own" and "other people's" records.
This tab also contains shortcuts for basic group permission settings which are otherwise set in the Table Permissions Wizard.
The Indexes tab allows you to create indexes that work on specific fields to improve saved or advanced ad-hoc search speed. However, the process is resource intensive and should be turned off for tables where it is unnecessary. For more information, see Indexing.
The Conversion tab allows you to set up conversion mappings to automatically create new records in one or more other tables, mapping values from fields in the current table.
The maximum number of possible conversion mappings is 99 per table.
Conversions have many uses:
The maximum number of possible conversion mappings is 99 per table.
Setting up Conversion Rules
- Example – let's set up conversion of our reseller orders into a company and end user record.
- Keep in mind:
- To retain links between tables, it is important to convert the source table for linked fields before the target table. For example, if the Company table contains links to the Contact table, convert Company first, then Contact if the Contact table contains a link back to fields in Company.
- If you want to preserve links during conversion, be sure to map the linked fields with the same values from source table.
- Conversion can be done manually by a user, or automatically via a Rule. (In a Rule, when the record meets some criteria the conversion is run). If conversion is run by a user, the new record can be edited as well as converted from the original source.
Many customers use action buttons with conversion rules to enable staff to perform record conversion (creation of a record in another table with fields mapped from the current record). They do not want users to see the Conversion button on the menu bar, which brings up a different kind of dialogue, but they want users to be able to interact with the rule conversion action, for instance, by being able to fill out the new record fields as part of the conversion.
We added a new permissions option on the Record permission tab of the Group permission wizard and separated conversion permissions into two options:
[x] Show conversion button on menu action bar
[ ] Allow interaction with conversion rules
If the option 'Allow interaction with conversion rules' is checked, then all four kinds of rule action conversions work no matter what the user's new record create permissions are (if option 3 on the conversion wizard is selected, the new record screen appears with fields based on user's group permissions, just as it did in the previous release).
But if the option to allow interaction with conversion rules is set to No, then when a conversion action is run by a rule, the following logic is applied, depending on the option selected for the behavior of the conversion action:
- silent conversion - runs silently, record is created in background without user' knowledge.
- conversion dialogue - runs silently, creates record in background, brings up confirmation when done.
- new record page - runs silently, creates record in the background, brings up confirmation when done.
- automatically with confirmation - does the conversion and shows the result.
Once you've added the table, you might want to hide it later at some point.
For more examples, explore some of the existing conversion mappings in the out-of-the-box setup.
For more information on conversion permissions, actions, and setup, see Data Conversion.
The History tab displays a list of history entries for the table, with each entry providing the user, a timestamp, and a description of the history event.
The API tab allows you manage REST services and SOAP Web Services for the table. For more information, see SOAP and REST API Web Services.