Custom Field Type: Special - Advanced Data Table

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General Description

Example field configured as a budget sheet.

This field type can be used to create worksheets or tables such as budget sheets, and lists of information. A wide range of complexity is supported from very simple tables to multi-section, multi-year budgets. This is accomplished through the ability to configure sub-sections within the same worksheet, and also define automatic cell calculations. This all adds up to a very robust, and flexible field.

By default, the data for this field is stored in the structured XML (Extensible Markup Language) format. However, you also have the option to instead use this field as a presentation layer for lists of sub-activity records. For example, you may use this field on a UTA Level 1 record to display any associated UTA Level 2 records for a user to easily update the activities or create new activities.

If you are looking to create a basic list or budget, you can also use the field called Special - In-Line Data Grid.

Summary
Commonly Used in Markets (Philanthropy, Research, Insurance) All
Used By (User Type) All
Requires Administrator Setup Yes
Configuration Complexity (Low, Medium, High) High
Time to Configure (Minutes, Hours, Days) Hours

Field Options

All common options:
General Settings
Permissions & Availability
Classic Options
For further information, please refer to Custom Fields – General Information.

Options listed below are specific to this particular field type.
XSL Template: Used to define how the XML will look.

XML Tag Mapping: Used to Tag Maps.

XML Javascript Function: Used for JavaScript and jQuery functions such as validations.

Show View XML Button: Used to display the XML button. This button opens the xml feed (code) in a new window.

Show Upload Button: Used to display the upload button. This button enables the user to upload an XML, and if the node structure matches that of the field, it will populate the cells with the correct values.

Show Up/Down Button: Used to display an up and down arrow on each row of a dynamic XML section. Enabling the user to move rows up and down.

Show Clear Button: Used to display the Clear button on the XML field. Enabling the user to quickly clear all values from the XML form.

Display fields refreshed upon edit: Displays the ID of custom fields that reference this field. When this field is modified the references will automatically update.

Custom Field Ids: Used to reduce variable processing time. Specify field ids of custom fields referenced from within the current field.

Configuration - Essentials

Creating the field

Typically XML Data custom fields are created for UTA level 1, 2 or 3, (e.g. a grant application) or they are created for organizations. To create the field:

  1. Navigate to the desired settings area where you want to create a worksheet (e.g. the UTA level 1).
  2. Click the New Field (+) button.
  3. For Field Type select Special - Advanced Data Table.
  4. Enter a Field Name, Caption then Save.
  5. Use the Section Builder button to begin process of creating the XML tables.
  6. Use the Custom Field button to navigate back from the Section Builder to the Field settings to configure the display of tables.

Create a Simple Table

Using the Section Builder you can create sections and define the attributes of each section and the cells within them. You can define the number of rows and columns, the display format, calculation formulas, and modify other parameters.

The section builder.
  1. While editing the custom field click on the Section Builder button (the four square icon) in the action bar.
  2. Create a New section and enter a Section Name (e.g. Expenses).
  3. Enter Number of Rows and Number of Columns desired.
  4. Once you Save you will be brought to the Cell Details tab.
  5. Define a Display Name for the column headers (e.g. Item, Amount, Date).
  6. Define a Display Name for the first column of each row (e.g. Salaries, Equipment, Other).
  7. Within each of the column headers you can define a Format for the column (e.g. Text, Currency, Date). For the Number format option you may also specify a precision.
  8. When you are done click the Build button.

Note:

  1. When you choose the format Currency in a column header, make sure you specify the column alignment as Right Align. This way it will be easy for the user to compare the values. This step is also required if you plan to export this data to PDF for printing.
  2. You must use unique node names of sections, rows, and columns within this field.

Create a Table with a Dynamic Number of Rows

Example section set to dynamic rows.

In addition to defining a set number of columns and rows, you can also configure a section to handle a dynamic number of rows. The user entering the data can add rows as necessary at time of entry. This is done by entering 0 for the Number of Rows, which in turn exposes the following configuration options:

  • Maximum Number of Rows: Set a maximum limit to the number of rows that can be entered, or leave as 0 for no limit.
  • Maximum Message: The message to be displayed when the maximum limit is set and reached by a user. A default message is displayed if this input is empty.

Setting the Number of Rows to 0 also exposes the following configuration options for each column header within the Cell Details tab:

  • Has Total: Display the total sum of the column.
  • Total Row Label: For columns without a total display this option allows you to enter a label for the total sum of another column. For example, if column 3 was displaying a total, then you could configure the Total Row Label of column 2 to display 'Total'.

Configure the Display of Tables

The presentation of the XML Data custom field is configured in the General Settings tab of the field. This is defined in the XSL Template (Extensible Style Sheet Language) inputn. The XSL Template includes a sample template link. Once you have inserted sample template you will need to specify which sections should appear and where they should appear.

The XSL template and configuration.
  1. While editing the custom field locate the XSL Template link and insert the Sample Template.
  2. Locate the marker below.
<!---- Insert section variable here ---->
  1. Below this marker, insert variable references to the each section with the following syntax (e.g. @section.Expenses@) in the order in which you wish the sections to appear.

Note:

  1. Make sure you are using the Section Node Name and not the Section Name
  2. Section Node Name is case sensitive Example if your Section Node Name is Expenses than @section.Expenses@ will work but @section.expenses@ will not because it has a lower case e.
@section.SectionNodeName@

Configuration - Advanced

Creating formulas (calculations) in cells

Adding a formula

In the section builder you declare the formatting such as currency or numeric for specific columns as well as choose the precision. You can also do calculations on numeric and currency data (e.g. to sum the contents of column one, over two rows, enter =[1,1]+[2,1]).


Adding a formula to a cell (working with data in the same section)

  1. Navigate to your custom field.
  2. Click the Section Builder button in the action bar.
  3. Click the desired Section to edit it.
  4. Click the desired Cell.
  5. Enter the desired formula into the Content input.
  6. Click Build.


The Syntax for basic calculations within a section:

Operation Symbol Example
Add + =[row#,column#]+[row#,column#]
Subtract - =[row#,column#]-[row#,column#]
Divide / =[row#,column#]/[row#,column#]
Multiply * =[row#,column#]*[row#,column#]

So if you wanted to add the values of row 1 and 2 together in column 1 you would enter =[1,1]+[2,1].

Adding a formula to a cell (working with data in the different sections)

Refer to cells in different sections using this syntax


[@section.sectionname.id@_rownodename_columnnodename]


e.g. =[@section.expense.id@_Total_Amount]-[@section.income.id@_Existing-funds_Amount]

Validate values when saving the worksheet

Clicking on a cell inside the section builder will present you with the cell properties. There are two cell properties used for the validation of cells when the xml worksheet is saved.

  • Validation Script: Validates the input field.
  • Validation Message: Content that is displayed, when the validation script is not true (e.g. Value must be greater than 100).


Examples

  • Total Amount greater than 0, for currency formatted column totals
ssParseNum([this])>0

Message: Total must be greater than $0.00


  • Date is at least 30 days in the future
datediff(ConvertDateStr([this],'@dateformat@'),'@date(currentdate)@','d') > 30

Message: Please select a date that is at least thirty 30 days from today.


  • Cell is not empty
[this].length>0

Message: Please provide a value.


  • Check the user selected something other than the default Combo Box value
[this]!="Default Combo Box Value"

Message: Please select a value. Note, Default Combo Box Value should be substituted with the default value you have configured, e.g. --- Select One ---.


  • Integer greater than 0 (Allow only an integer or if your field on the XML is formatted to display/use a comma.)
parseInt([this])>0

Message: Please provide a numeric value greater than 0.

Validating values when saving record (SmartCheck, Submit Logic, Browser Script)

In addition to validating values when you save the worksheet you can also validate the worksheet when you save the record (e.g. save a level 1 grant application).

When creating validation for an this custom field use the Appear Mandatory option. Appear mandatory does not enforce the validation but will make the field look mandatory (it adds the asterisk and or color) just like the mandatory option. Once you have checked Appear Mandatory, validate this field using one of the following validation methods, when the record is saved.


SmartCheck Validation

Use SmartCheck for validation when possible. SmartCheck validation is a secure server-side method. SmartCheck also displays all error messages in a context as well as in one central place.

Validate a table node is not empty and display a message.

if("@level1.xml.fieldname.sectionnodename.rownodename.columnnodename.nodevalue@"=="")
{result.isPassed=false;
result.addMsg('xml_@fieldname.id@','YourAlertMessage');	}


Submit Logic Validation

Use Submit Logic in conjunction with Submit Buttons to Validate a worksheet.

Check a node in not blank when saving the worksheet.

"@level1.xml.fieldname.sectionnodename.rownodename.columnnodename.nodevalue@"!=""


Special - Browser Script validation

You can enter JavaScript and jQuery into XML JavaScript Function input to create specific validations. Use the following syntax when referencing a value in your variables.

@xml.customfieldname.sectionnodename.rownodename.columnnodename@

The following function allows you to check for an already selected value from an existing row when using dynamic rows:

// REPLACE '7172_dsItem_Population' AND '7172_dsItem_Population_' WITH SPECIFIC XML FIELD ID

var saveFunc=saveXML;
saveXML=function() {
			checkdupeval();
			}
function checkdupeval() {
var result = 0;
var numOfRows = document.getElementsByName('7172_dsItem_Population'); //section node
var ctr=1;
for (ctr=1;ctr<numOfRows.length;ctr++)
{
var field1='7172_dsItem_Population_'+ctr;
var lastfield='7172_dsItem_Population_'+numOfRows.length;
var a = document.getElementById(field1).value;
var b = document.getElementById(lastfield).value;
if( a == b)
{
	alert ("Please list each population no more than once.");
	result = 1;
}
}
if(result==0)
	saveFunc(); 
}

Managing Level 2 / 3 Activities with a Section

System administrators can configure this field to add, modify or delete Level 2 records on a Level 1 entity or Level 3 records on a Level 2 entity.

In the Section Builder, when the Number of Rows for a Section is set to '0', the Enable Mapping option will be shown.

XMLEnableMapping2017.png


When Enable Mapping is selected, you can choose one type of activities to be referenced by this field.

The Activity Status Filter setting allows you to filter the activities to be referenced by status.

The Additional Filter setting allows you to select custom fields and associated values. These are used to filter the existing activities that will be listed within this field. The custom fields used have to be fields with pre-defined options (e.g. Select One - Dropdown List, and Select Many – Check Boxes).

XMLEnableMappingFilter2017.png


When building your section, you will need to map the fields on the Level 2s that will be referenced by the section.

For each Section column, enter the field name from the Level 2 type that you have selected from the Activity Type dropdown in the Map Field section:

MappingL2Fields2017.png


The syntax for the Map Field section is:

  • for custom fields, the field name (i.e., Fund Name);
  • for Standard Fields, use the prefix sf_ and then the system name for the standard field (i.e., sf_status).

see Standard Level 2 Field List article for a list of system names for Level 2 standard fields. If the Standard or Custom field has a limited number of pre-defined options then these need to be defined in the Content section of the cell properties.

You may need to reference some standard field options using both the displayed name and stored ID values.

MappingL2Fields2018.png


When this section is added to the Template of your field, the list of Level 2 activities will be displayed when the worksheet is opened. Level 2s can be added, deleted and modified directly from the Level 1 Advanced Data Table field.

Displaying XML Data

Displaying Advanced Data Table data on an object

The XML displayed in a read only


The Advanced Data Table custom field can open in a new or modal window. The Open in Modal Window option is recommended. You can toggle this on under Document Options.

By default the information entered into this field type is hidden until the user clicks a button. But there is a way to display the information entered into this field on your object, such as a grant application, without requiring the user to click a button and launch the modal window.

Use the Display - Text and Variables custom field to display the content of the Advanced Data Table on the object. The same syntax can be used elsewhere in the system when referencing this field's values.


  1. Go to the desired location where you want to create the custom field.
  2. Click the New Field (+) button in the action bar.
  3. For Field Type select Display - Text and Variables.
  4. Enter a Field Name.
  5. For Variables enter @xml.CustomFieldName.SectionNodeName.html@ (replace the CustomFieldName and SectionNodeName with the actual names from your XML example @xml.Budget.Expenses.html@).
  6. Scroll Down to the Display section.
  7. For Caption select Hide Caption (we recommended that you hide the caption for the display so that you can utilize the full screen width).
  8. Click Save.
  9. Navigate back to the Advanced Data Table field and click Save (this updates the linkage and ensures when data is entered into the worksheet the data displayed on the object will also get automatically updated. If you miss this step, information entered into the Advanced Data Table will only refresh in the Display - Text and Variables field when the object is saved.

Access, Display and Format options for Data

The syntax options for accessing, displaying and formatting the data from the Advanced Data Table field is detailed below.


  • Extract the value from a specific individual cell using the field name.
@xml.fieldname.sectionnodename.rownodename.columnnodename@
  • Extract the value from a specific individual cell using the field id.
@xml.#fieldid#.sectionnodename.rownodename.columnnodename@
  • Extract numeric value and return in comma format (i.e. 1000 will display as 1,000).
@xml.fieldname.sectionnodename.rownodename[# ~comma(columnnodename.nodevalue)~ #]@
  • Extract a numeric value and return in currency format.
@xml.fieldname.sectionnodename.rownodename[# ~currency(columnodename.nodevalue)~ #]@
  • Extract a numeric value and return in a specific currency format.
@xml.fieldname.sectionnodename.rownodename[# ~currency_eur(columnodename.nodevalue)~ #]@

Further currency formatting options below

usd $300.00
eur €300.00
jpy ¥ 300
zar R 300.00
inr ₹300.00
frca 300,00 $


  • Extract a numeric value and return in currency format with two decimal places. If pulled from a dynamic XML section then you will see multiple values.
@xml.fieldname.sectionnodename.rownodename[# ~currency_eur(columnodename.nodevalue,2)~ #]@
  • Extract a value and return the number of characters in the field.
@xml.fieldname.sectionnodename.rownodename.columnodename.nodevaluelength@
  • Extract a numeric value and return in currency format with two decimal places for value pulled from a static XML section.
<!--@sscalculation(format("@xml.fieldname.sectionnodename.rownodename.columnodename.nodevalue@",2))-->
  • Extract a percentage value and format with two decimal places. If pulled from a dynamic XML section then you will see multiple values.
@xml.fieldname.sectionnodename.rownodename[# ~percentdisplay(columnodename.nodevalue,2)~ #]@
  • Extract date values and return with specific formatting using the following syntaxReturn the date in the user's date format
@xml.fieldname.sectionnodename.rownodename.formatdate(columnnodename.nodevalue)@
  • Return the year.
@xml.fieldname.sectionnodename.year(columnnodename.nodevalue)@
  • Return the month.
@xml.fieldname.sectionnodename.month(columnnodename.nodevalue)@
  • Return the month name.
@xml.fieldname.sectionnodename.monthname(columnnodename.nodevalue)@
  • Return the day.
@xml.fieldname.sectionnodename.day(columnnodename.nodevalue)@
  • Return the day of the week.
@xml.fieldname.sectionnodename.dayweek(columnnodename.nodevalue)@
  • Count the number of rows the user created in a dynamic XML section.
@xml.fieldname.sectionnodename.rownodename.nodecount@
  • Return the XML feed (code) from the field.
@fieldname.xmlvalue@
  • Return multiple rows for XML with dynamic sections.
@xml.fieldname.sectionnodename.rownodename[# ~columnnodename.nodevalue~ #]@
  • Return Filtered row values for XML with dynamic sections.
@xml.fieldname.sectionodename.rownodename[#(?criteria="~colunnnodename.nodevalue~" == "matching criteria")~columnnodename.nodevalue~ #]@
  • Return multiple rows for XML with dynamic sections in a custom html table.
@xml.fieldname.sectionnodename.rownodename[# #]@
~columnodename.nodevalue~ ~columnodename.nodevalue~ ~columnodename.nodevalue~
  • Return a single value in the total row of a Dynamic XML.
@xml.fieldname.sectionnodename.rownodename.total.columnnodename.nodevalue@

Styling XML data for web, print and conversion to PDF

The worksheet styled at 700 pixels wide in a Display Text and Variables custom field

To ensure data entered into an Advanced Data Table fits on screen and will converted to a PDF without having data cut off, administrators need to upload two external CSS style sheet to a SmartFolder, reference it on the Advanced Data Table and the Display Text and Variables fields as well as add some code to both of these fields.

Note:

  1. Make Sure your Advanced Data Table has 8 or less columns to ensure it will print and fit on screen
  2. If the user is expected to enter paragraphs of information do so in a new row or new section, instead of adding another column.
  3. If your worksheet does not look as expected make sure Apply Default Styles is toggled on in the Section Builder and then click Build on each of your sections in the section builder.


Styling the Advanced Data Table for viewing onscreen

Ensure the columns and rows of your Advanced Data Table look good onscreen when a user enters information by following the steps below.

Uploading the external CSS files and getting the relative links

  1. Download the CSS files File:CSS.zip
  2. In your desired instance navigate to the Menu Icon and choose SmartFolders
  3. If it does not exist already create a New Folder and call it System Files
  4. Upload the CSS files found inside the Zip file you downloaded in step 1
  5. Inside SmartFolders in the column called File Options for the desired file select View URL from the drop down. This will give you the absolute path to the file you uploaded
  6. Copy this link that starts with https: and ends with /CSS_for_XSL_onscreen_1290.css.
  7. Remove the first part of the link before the /files... to make it a relative link. Absolute links can have an adverse affect on your instance and they won't work as expected on your backup. So Always convert the absolute link to a relative link. Your relative link will look like /files/000000/f000000/CSS_for_XSL_onscreen_1290.css
  8. Save this relative link in a text file so we can add it to each Advanced Data Table custom field in your instance.
  9. Repeat steps 5 to 8 for the second CSS file which will be used for rendering on the object and in the PDF.

Modifying the Advanced Data Table template

  1. Download the templates used for the Advanced Data Table and the Display Text and Variables fields File:TEMPLATES.zip.
  2. In the desired Advanced Data Table Field paste the content from the xsl_template_1290 file you downloaded, into the XSL Template input.
  3. Change the href in the link to the relative URL that points to the CSS file you previously uploaded to the SmartFolder (Example href="/files/000000/f000000/CSS_for_XSL_onscreen_1290").
  4. Update the text called Title in two places inside the XSL template.
  5. Update @section.Section Node Name@ with the Section Node Name you want to display.
  6. Modify the class wrapper with the amount of columns in your section. Example class="xml6col" is for a 6 column section. If you have 2 columns, change it to class="xml2col".
  7. Save the Advanced Data table Field.

Now when you click the button to open the Advanced Data Table you will see your columns will render nicely and they will be equal in width.

Note:

  1. Under Display you can customize the Button Label. To meet with Accessibility guidelines you must change the button label from Open to something meaningful like Modify Budget. The user must know what the button will do based on the text in the button. You cannot have a generic link that says open or click here as that does not provide enough information when read out of context.
  2. Sections must contain 8 or less columns to render properly and be usable.

Styling XML Data for Printing

You can print your XML if you are displaying it in a Read Only - System Variable. Size your your XML to fit within 700 pixels wide (portrait) or 900 pixels wide (landscape) to avoid content cutting off, when a PDF is generated. If you have more than one section and more than a few columns, some of your content may cut off when printed if it is not sized. You will also notice columns between sections do not align. To fix this, we will use CSS in a SmartFolder and amend our Read Only - System Variable, which is displaying the XML information.

Wrap the content in your read only system variable with a div and give the div a class. We do this to control the width. Wrap the section syntax in a div and give it a class. We do this so we can control the size of cells and the fonts. e.g.

Title Bar Name
@xml.fieldname.sectionnodename.html@

Now create a CSS file. e.g.

@charset "utf-8";
/* CSS Document */
.LeftAlign {text-align:left;}
.RightAlign {text-align:right;}
.xml700 {width:700px;}
.xml3col .xmlLabel {width:470px; min-width:470px; max-width:470px;}
.xml3col .xmlCell {width:80px; min-width:80px; max-width:80px;}
.xml3col .xmlCell.note {width:150px; min-width:150px; max-width:150px;} 

Go to the desired SmartFolders and upload your CSS file. Use View URL to get the path to the CSS file. Then add the relative link back into your Read Only - System Variable. e.g.

Add the class RightAlign to the desired cells in the section builder. If you want to make one cell larger than the others, add a custom class to that cell in the section builder e.g.

.xml3col .xmlCell.note {width:150px; min-width:150px; max-width:150px; font-size:12px}

I can add note to a cell that has xmlCell in a section wrapped in a div with a class xml3col and that cell will become 150 pixels wide.

Note: your cells must add up to 700 pixels if you are displaying your budget in a portrait PDF on letter size paper (8.5 x 11”).


Using different styles for Print and Web with XML Data

You can have one look for your XML when it is onscreen and another when it is in PDF format for printing. To do this, create two Read Only - System Variables custom fields, create two CSS style sheets in SmartFolders and reference the desired style sheet in the desired Read Only - System Variables. Then on the Read Only - System Variables for viewing on screen for SmartFields View choose Exclude. This custom field will no longer be included in PDFs generated using the SmartFields variable. For the other custom field you want to print, choose Only display for SmartFields View. Now one Read Only - System Variables will appear on screen and another when the PDF is created, and you can have a separate style sheet to control the look and feel of both.

Reporting on XML data

Extract XML value in a report using the following syntax in the report builder. This will return one value for static XML sections specific to the row and multiple values for Dynamic XML sections across all rows.

ExtractValue([this], '/worksheet/sectionnodename/rownodename/columnnodename')

Example of XML field

Here is an example of an XML field with one section (Expenses) 3 static rows (Salaries, Supplies and Total) and 3 columns (Amount, Notes and Date).

<!--?xml version="1.0" encoding="UTF-8"?-->

	
		
			50000
			People I work with
			2016-11-30
		
		
			30000
			Things I need
			2016-11-30
		
		
			8000
			
			2016-11-30