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==='''Role Field Permissions''' and '''Status Field Permissions'''===
Access to a [[Custom Field|custom field]] is controlled by permissions.
See [[Role Field Permissions]] or [[Status Field Permissions]] for more information
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<u>'''How Field Data is Stored'''</u>
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<u>'''Custom Field Type DescriptionsTypes'''</u> The following section provides the details of each field type currently available. The number in brackets next to the '''Field Type''' indicates the internal system field type ID. ==[[Custom Field Type: Creation – Created By]]== '''General Description''': Displays the name of the user that created the entity. '''Click on the link above for a more detailed description'''. ==[[Custom Field Type: Creation – Creation Date]]== '''General Description''': Displays the date/time stamp for the creation date of the entity. '''Click on the link above for a more detailed description'''. ==[[Custom Field Type: Display Only – External Entity Details]]== '''General Description''': * Copies one or more field values from an [[External|external]] entity to the current [[Entity|entity]]. This field is used in conjunction with the '''Display Only External Entity''' field.* The purpose of the field is to carry forward details of a related [[External|external]] entity record to a new [[Entity|entity]], such as a level 1 or level 2 UTA entity.* The [[User|user]] has the ability to overwrite the value or retrieve the value multiple times. '''Click on the link above for a more detailed description'''. ==[[Custom Field Type: Display Only – Image]]== '''General Description''': * Displays an uploaded image.* Any image file type can be uploaded to a maximum of 200MB.* The image size can be constrained by setting the height and width properties; otherwise the image will be displayed at its original size. Alternatively, the image file can be referenced from a [[Smart Folder]]. If the image referenced in the SmartFolder changes, the displayed image will also change. '''Click on the link above for a more detailed description'''. ==[[Custom Field Type: Display Only – Text or System Object]]== '''General Description''': * Displays a block of static text for instructional purposes, or a link to some other [[SmartSimple]] entity (or external [[URL]]).* Typically this field type is used to embed a chart into some related [[Entity|entity]]. For example, a chart of the [[User|user’s]] login history into their profile. '''Click on the link above for a more detailed description'''. ==[[Custom Field Type: Display Only – Web Page View]]== '''General Description''': A '''Web Page View''' field is used to create a “document” based on underlying [[Entity|entity]] data. The field type has a wide variety of document management options associated, including the conversion to '''PDF''' or '''XML'''. '''Click on the link above for a more detailed description'''. ==[[Custom Field Type: Display Only – Web Page View - Tabbed]]== '''General Description''': A '''Web Page View - Tabbed''' functions exactly as a ''' [[Custom Field Type: Display Only – Web Page View|Web Page View]]''' field, but allows multiple pages to be displayed on different tabs. ==[[Custom Field Type: Dynamic Data – Data Grid]]== '''General Description''': Displays sets of additional [[Custom Field|custom fields]] as records in a grid layout. A summary value. For example, a sum or a count can be displayed. Click on the link above for a more detailed description. ==[[Custom Field Type: Dynamic Data – Dynamic Control Field]]== '''General Description''': * This field type is used to create sets of fields that are dependent on a value selected from the '''Dynamic Control''' field.* This field type is displayed as a combo box. Depending on the options selected, additional fields will be displayed. In the example above, selecting '''Yes''' as the value for the '''Legal Representation''' field displays all related fields. '''Click on the link above for a more detailed description'''. ==[[Custom Field Type: Link – Email]]== '''General Description''': Stores an email address. When the email address is clicked in '''View''' mode, the '''SmartSimple Email Agent''' is launched with the email address set as the recipient of the email. Click on the link above for a more detailed description. ==[[Custom Field Type: Link – Multiple Files]]== '''General Description''': Stores multiple files into a single field. This field type is used to store: * Uploaded documents.* Documents that are created using the '''Web Page View''' type field using the '''Store to Server''' option. Click on the link above for a more detailed description. ==[[Custom Field Type: Link – Single File]]== '''General Description''': Stores a single file into a single field. This field type is used to store a single uploaded document. '''Click on the link above for a more detailed description'''. ==[[Custom Field Type: Link – SmartFolder]]== '''General Description''': Provides a link to a [[Smart Folder]]. '''Click on the link above for a more detailed description'''. ==[[Custom Field Type: Link – Website]]== '''General Description''': Provides a link to an [[External|external]] website. When the link is clicked the website will be displayed in a new [[Browser|browser]] window. '''Click on the link above for a more detailed description'''. ==[[Custom Field : Lookup – Entity and People]]== '''General Description''': * [[User]] is able to look up people and store their organisation names and individual names.* Both [[Internal]] and [[External]] people and organisations can be searched.* The resulting data is read only and not linked to the underlying [[Entity|entity]]. '''Click on the link above for a more detailed description'''. ==[[Custom Field Type: Lookup – External Entity]]== '''General Description''': [[User]] is able to look up external [[Entity|entity]] (company) and store the [[Entity|entity]] name. The resulting data is read only and not linked to the underlying [[Entity|entity]]. '''Click on the link above for a more detailed description'''. ==[[Custom Field Type: Lookup – External People]]== '''General Description''': [[User]] is able to look up [[External|external]] people and store the names (multiple select). The resulting data is read only and not linked to the underlying [[Entity|entity]]. '''Click on the link above for a more detailed description'''. ==[[Custom Field Type: Lookup - NAIC Codes]]== '''General Description''': [[User]] is able to look up NAIC Codes ==[[Custom Field Type: Select One – Internal Entity]]== '''General Description''': * [[User]] is able to look up internal [[Entity|entities]] and store the name – single selection.* [[Internal]] entities are displayed in a combo box.* The resulting data is read only and not linked to the underlying [[Entity|entity]]. '''Click on the link above for a more detailed description'''. ==[[Custom Field Type: Select One – Internal People]]== '''General Description''': [[User]] is able to look up [[Internal|internal]] people and store a single name. The resulting data is read only and not linked to the underlying [[Entity|entity]]. '''Click on the link above for a more detailed description'''. ==[[Custom Field Type: Read Only – System Variables]]== '''General Description''': This field type is similar to a web page view field and can contain HTML, text field references and expressions. Unlike a web page view field there are no options to save the data. '''Click on the link above for a more detailed description'''. ==[[Custom Field Type: Read Only – Text]]== '''General Description''': This field is used in two circumstances: * Display a read only version of field value linked through the '''Store to Value'''.* Display the results of a [[Template|template]] level formula in the [[Universal Tracking Application]]. '''Click on the link above for a more detailed description'''. ==[[Custom Field Type: Select Many – Check Boxes]]== '''General Description''': * Displays as a set of check boxes in '''Edit''' mode. The [[User|user]] can select multiple values.* In '''View''' mode, the values are displayed as text, semi-colon delimited.* The # of columns option is used to define the number of columns required for display. '''Click on the link above for a more detailed description'''. ==[[Custom Field Type: Select Many – List Box]]== '''General Description''': * Displays as a '''List''' box in '''Edit''' mode.* Displays as a list of values the [[User|user]] can select multiple values. The [[User|user]] needs to use '''Control + Click''' to select multiple items or '''Shift + Click''' to select a set of contiguous items. '''Click on the link above for a more detailed description'''. ==[[Custom Field Type: Select Many – Scrolling Check Box]]== '''General Description''': * Displays as a set of check boxes within a scrolling window when viewed in '''Edit''' mode. The [[User|user]] can select multiple values.* The size of the scrolling window is controlled by the '''Height Setting'''.* In '''View''' mode the values are displayed as text, semi-colon delimited. '''Click on the link above for a more detailed description'''. ==[[Custom Field Type: Select One – Combo Box]]== '''General Description''': * Displays as a set of values in a combo box. The [[User|user]] can select a single value.* The size of scrolling window is controlled by the '''Height Setting'''.* In '''View''' mode the values are displayed as text, semi-colon delimited. '''Click on the link above for a more detailed description'''. ==[[Custom Field Type: Select One – Ledger Code]]== '''General Description''': Links the [[Custom Field|custom field]] to the set of account codes stored in the [[Global Settings]], '''Business Configurations''', '''Ledger Codes'''. '''Click on the link above for a more detailed description'''. ==[[Custom Field Type: Select One – Multi-Level Combo]]== '''General Description''': * Displays up to three combo boxes linked by the selected value.* When the [[User|user]] selects a value for the first combo box, only the related values are displayed in the second combo box. Click on the link above for a more detailed description. ==[[Custom Field Type: Special – Auto Number]]== '''General Description''': * Generate a '''unique sequential''' number for this field.* The '''Start''' number is entered in the '''Start Number''' setting and will increment by one for each new record created. '''Click on the link above for a more detailed description'''. ==[[Custom Field Type: Special – Browser Script]]== '''General Description''': * This field type adds a JavaScript to the page on which it is located.* This script will execute whenever the page is saved.* This field type is used by programmers to create enhanced functionality.* The field is not displayed. '''Click on the link above for a more detailed description'''. ==[[Custom Field Type: Special – Calculated Value]]== '''General Description''': * Executes an expression to calculate a value and store the result.* Additional information can be found in the [[SmartSimple]] wiki. '''Click on the link above for a more detailed description'''. ==[[Custom Field Type: Special – Color Code]]== '''General Description''': Used to display a colour box based on the value selected by the [[User|user]]. '''Click on the link above for a more detailed description'''. ==[[Custom Field Type: Special – Drawing Pad]]== '''General Description''': Used to display a drawing pad on which the [[User|user]] can draw and store the drawing into the field. '''Click on the link above for a more detailed description'''. ==[[Custom Field Type: Special – ePad Signature]]== '''General Description''': In conjunction with signature pad hardware, is used to capture a written signature and store in the field. '''Click on the link above for a more detailed description'''. ==[[Custom Field Type: Special – Hidden Value]]== '''General Description''': This field type is used to store a value that you do not want to display to the [[User|user]], but that you may wish to use in a calculated value field or a report. '''Click on the link above for a more detailed description'''. ==[[Custom Field Type: Special – Timer]]== '''General Description''': Used to time the amount of time an [[Entity|entity]] is being edited. '''Click on the link above for a more detailed description'''. ==[[Custom Field Type: Store Values – System Variables]]== '''General Description''': Used to store an existing value from another field. The example above stores a value from a “parent” UTA entity to a level 2 item. '''Click on the link above for a more detailed description'''. ==[[Custom Field Type: Text – Password Protected]]== '''General Description''': Creating a [[Password|password]] protected field will allow you to store data within the system that cannot be viewed by anyone, regardless of [[Role|role]] or permission, without supplying the correct [[Password|password]]. Before you can view or add a value to the field, you must enter the pass phrase and click the [[Password|password]] button. '''Click on the link above for a more detailed description'''. ==[[Custom Field Type: Text – Multiple Lines]]== '''General Description''': Text box consisting of one or more lines of text. '''Click on the link above for a more detailed description'''. ==[[Custom Field Type: Text – Rich Text]]== '''General Description''': Text box connected to the HTML Editor. '''Click on the link above for a more detailed description'''. ==[[Custom Field Type: Text – Single Line]]== '''General Description''': A single line of text. '''Click on the link above for a more detailed description'''. ==[[Custom Field Type: Title Bar – Multiple Columns]]== '''General Description''':