Database Fields Tab
Selecting “Fields” from the Database Table Context Menu will open a form’s Field Tab that contains the Fields Table. The Fields Table shows existing fields in the Form. Fields can be filtered for efficient access.
The Fields Tab is where new fields can be added to your Form.
How To: Add a Database Field
To create a database field, go to the Home Page of the Database Module.
Click the three dot (…) icon to open the context menu of the database you wish to enter fields for.
Select “Fields” opening the Fields for database (DatabaseName) Page.
There are two ways to add a field to the Field Table. Click the “New Field” button above the Field Table or click the three dot (…) icon to the right of the page header opening the context menu and select “Add Entry”.
This opens the New Database Field Modal.
The creation of a new field will always require you to enter a field name. Include an input for the displayed label and select the field type from a dropdown menu. The inputs on the New Database Field Modal will vary based on the Field Type.
Possible field types in the database module include Form Fields, Formatting Fields, Utility Fields, or a Reference to Another Database.
A database field can only have one field type. If you need to utilize another (e.g., for formatting purposes), you can set the displayed label to be same, but the field label must be unique.
For an explanation of field types and the formatting choices associated with each one, reference the Understanding Fields Section of the Database Module in the User Manual.
Once you are finished inputting the information for the new field, select “Save” and the new database field will show in the Field Table.
Fields can also be imported in bulk into a Database from a CSV.
How To: Import Fields from a PDF Field Import
This method of importing Fields from a PDF requires access to Adobe Acrobat Pro.
If a field has already been added to a database, you are no longer able to bulk import database field names from a PDF Field Import. You are now required to enter each field name individually.
How To: Add a Database Field
To create a database field, go to the Home Page of the Database Module.
Click the three dot (…) icon to open the context menu of the database you wish to enter fields for.
Select “Fields” opening the Fields for database (DatabaseName) Page.
There are two ways to add a field to the Field Table. Click the “New Field” button above the Field Table or click the three dot (…) icon to the right of the page header opening the context menu and select “Add Entry”.
This opens the New Database Field Modal.
The creation of a new field will always require you to enter a field name. Include an input for the displayed label and select the field type from a dropdown menu. The inputs on the New Database Field Modal will vary based on the Field Type.
Possible field types in the database module include Form Fields, Formatting Fields, Utility Fields, or a Reference to Another Database.
A database field can only have one field type. If you need to utilize another (e.g., for formatting purposes), you can set the displayed label to be same, but the field label must be unique.
For an explanation of field types and the formatting choices associated with each one, reference the Understanding Fields Section of the Database Module in the User Manual.
Once you are finished inputting the information for the new field, select “Save” and the new database field will show in the Field Table.
Fields can also be imported in bulk into a Database from a CSV.
How To: Import Fields from a PDF Field Import
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To import field names in bulk from a CSV file, go to the Home Page of the Database Module.
Click the three dot (…) icon to open the context menu of the database you wish to enter fields for.
Select “Fields” opening the Fields for database (DatabaseName) Page.
Click the “PDF Field Import” button opening the PDF Field Import Modal.
To import fields using a PDF, use the “Prepare Form” tool in Adobe Acrobat Pro. Add the fields you wish to use for your form. Add a button on your document.
Use the URL link provided on the PDF Field Import Modal in KAStrack.
Confirm that the Export Format is “PDF The complete document”.
Open the PDF and submit the form to generate the fields here.
You do not need to fill in any of the fields, and you must not sign it.
Select “Allow” and the PDF will confirm that the fields were added to the database.
Go to the Fields Table in the database Monday, and a warning now states that a PDF is associated with the form and that adding/editing or deleting fields may result in the PDF no longer being compatible.
The three dot (…) icon to the right of the Entries for Database (DatabaseName) header opens a context menu with the options that are explained in the table below.
Fields / Rules Page Context Menu Option Explanation | |||
Option | Explanation | ||
Add Entry | Selecting “Add Entry” on the context menu opens a New Database Entry Modal. The modal that appears for a new database entry has already been customized for that specific database and will vary significantly based on its purpose and design.
How To: Add an Individual Database EntryTo add a database entry, go to the Home Page of the Database Module. Click the three dot (…) icon to the right of the database you wish to add an entry to opening the context menu. Select “Add Entry”. You can select “Add Entry” from any context menu in the Database Modal without returning to the Home Page.
Selecting “Add Entry” opens the New Database Entry modal. Two visual examples of this modal have been included below. The New Database Entry Modal will vary for every database, based on the fields that have been created for it.
Input the entry data into the modal. Select “Save” for the new entry to be added to the database. If no fields have been created for the database, the New Database Entry Modal will show without any fields as seen below.
If you select to “Save” a database entry prior to the creation of database fields, an entry will be assigned an Entry ID by the system and will show in the Entries Table. The submitter, approval status, and entry date will be logged.
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Edit Database | Selecting “Edit Database” on the context menu open the Edit Database Modal, allowing an individual to edit the specific permissions established when the database was created. How To: Edit a DatabaseTo edit a database, go to the Home Page in the Database Module.
Click the three dot (…) icon to the right of the database you want to edit to open the context menu. Select “Edit Database” opening the Edit Database Modal.
The title, groups, tags, or database description can be altered from the modal, as well as the additional database specific permissions established when the database was created. How To: Create a DatabaseTo create a new database, go to the Home Page of the Database Module.
Click the “Create Database” button, opening the New Database Modal.
Input a Title for the new database. Select any groups the database should be associated with. Provide a description of the database and its purpose in the textbox provide. Select any tags desired. Select the “Allow Default Access” checkbox to indicate that the database should follow the defaults established by module and access levels. If this checkbox is not selected, you will be required to establish user specific access based on individual or certification roles.
The following database specific permissions are selected via drop down menu lists that include all individuals and certification roles that can be assigned permission. Admins allows users or role to have admin module level permissions for this particular database. A list of all admin module level permissions is shown in the table below.
Manage Entry Permissions gives the indicated users permission to view, add, edit, and delete database entries. View Entry Permissions gives the indicated users permission to view database entries. Allow Integration With denotes which other modules can link with and integrate with this database or forms for reference. The Database Module can be integrated with the following modules:
Click “Cancel” and return to the Database Module Home Page without any changes being made. Select “Save” to create the new database and you will be directed to the Fields Table for your newly copied database.
Once a database has been created, you can enter database fields into it. How To: Import Fields from a CSV File Into a DatabaseTo import database entries from a CSV, database fields must already have been created. How To: Add a Database Field{{@321}} How To: Import Fields from a CSV File Into a Database{{@339}} How To: Import Fields from a PDF Field Import{{@340}} To import database entries from a CSV, go to the Home Page of the Database Module and click the three dot menu to the right of the database you wish to import entries into.
Select “Upload CSV” opening the Upload CSV for (DatabaseName) Modal. You can also import entries by selecting “Manage Entries” from the context menu and selecting the “Import Entries” button underneath the Database Entries Page header, which opens the same Upload CSV Modal.
Click the “Download Template” link at the top of the modal and a CSV file will be downloaded to your personal device. See Notes on the Download Template before uploading your CSV file to ensure it is done correctly. Notes Regarding the Downloadable Template for Uploading CSV FilesThe first row of the CSV file is for each of the database fields. If you download a CSV Template from the Upload CSV Modal, two additional column headers will show that are not database fields: Entry ID and Modify Existing Entry. If you are importing database entries and no entries have been added to the database yet, leave these columns blank in your upload. If database entries already exist in the database, the Entry ID column will contain the unique system generated ID for each pre-existing database entry. Leave this column blank if the row is to be imported as a new entry. The second column, Modify Existing Entry, should have a “Y” input if the existing entry is being modified and an “N” input if it has not been modified. Leave it blank if the entry is new.
After creating your Database Fields CSV File, save it as a CSV UTF-8 for importing. Click the “Choose File” button and open the relevant file from your personal device.
Confirm that the correct CSV file now shows in the Upload CSV Modal.
Select the “Upload” button.
The entries imported from the CSV file will now show on the Upload CSV for (DatabaseName) Page. The system automatically indicates to ignore the first row. Click “Import Now” if there are no errors. A summary of the import will now show on the CSV Upload Page.
Click the “Entries for (DatabaseName)” link to see all imported entries in the Manage Entry Table.
How To: Import Fields from a PDF Field ImportThis method of importing Fields from a PDF requires access to Adobe Acrobat Pro. If a field has already been added to a database, you are no longer able to bulk import database field names from a PDF Field Import. You are now required to enter each field name individually. How To: Add a Database Field{{@321}} To import field names in bulk from a CSV file, go to the Home Page of the Database Module.
Click the three dot (…) icon to open the context menu of the database you wish to enter fields for.
Select “Fields” opening the Fields for database (DatabaseName) Page.
Click the “PDF Field Import” button opening the PDF Field Import Modal.
To import fields using a PDF, use the “Prepare Form” tool in Adobe Acrobat Pro. Add the fields you wish to use for your form. Add a button on your document.
Use the URL link provided on the PDF Field Import Modal in KAStrack.
Confirm that the Export Format is “PDF The complete document”.
Open the PDF and submit the form to generate the fields here. You do not need to fill in any of the fields, and you must not sign it.
Select “Allow” and the PDF will confirm that the fields were added to the database.
Go to the Fields Table in the database Monday, and a warning now states that a PDF is associated with the form and that adding/editing or deleting fields may result in the PDF no longer being compatible.
How To: Add a Database FieldTo create a database field, go to the Home Page of the Database Module.
Click the three dot (…) icon to open the context menu of the database you wish to enter fields for.
Select “Fields” opening the Fields for database (DatabaseName) Page. There are two ways to add a field to the Field Table. Click the “New Field” button above the Field Table or click the three dot (…) icon to the right of the page header opening the context menu and select “Add Entry”.
This opens the New Database Field Modal. The creation of a new field will always require you to enter a field name. Include an input for the displayed label and select the field type from a dropdown menu. The inputs on the New Database Field Modal will vary based on the Field Type. Possible field types in the database module include Form Fields, Formatting Fields, Utility Fields, or a Reference to Another Database. A database field can only have one field type. If you need to utilize another (e.g., for formatting purposes), you can set the displayed label to be same, but the field label must be unique. For an explanation of field types and the formatting choices associated with each one, reference the Understanding Fields Section of the Database Module in the User Manual.
Once you are finished inputting the information for the new field, select “Save” and the new database field will show in the Field Table. Fields can also be imported in bulk into a Database from a CSV. How To: Import Fields from a PDF Field Import{{@340}} Once you have entered database fields, you can add database entries into it. How To: Add an Individual Database EntryTo add a database entry, go to the Home Page of the Database Module. Click the three dot (…) icon to the right of the database you wish to add an entry to opening the context menu. Select “Add Entry”. You can select “Add Entry” from any context menu in the Database Modal without returning to the Home Page.
Selecting “Add Entry” opens the New Database Entry modal. Two visual examples of this modal have been included below. The New Database Entry Modal will vary for every database, based on the fields that have been created for it.
Input the entry data into the modal. Select “Save” for the new entry to be added to the database. If no fields have been created for the database, the New Database Entry Modal will show without any fields as seen below.
If you select to “Save” a database entry prior to the creation of database fields, an entry will be assigned an Entry ID by the system and will show in the Entries Table. The submitter, approval status, and entry date will be logged.
How To: Import Database Entries from a CSVTo import database entries from a CSV, database fields must already have been created. How To: Add a Database Field{{@321}} How To: Import Fields from a CSV File Into a Database{{@339}} How To: Import Fields from a PDF Field Import{{@340}} To import database entries from a CSV, go to the Home Page of the Database Module and click the three dot menu to the right of the database you wish to import entries into.
Select “Upload CSV” opening the Upload CSV for (DatabaseName) Modal. You can also import entries by selecting “Manage Entries” from the context menu and selecting the “Import Entries” button underneath the Database Entries Page header, which opens the same Upload CSV Modal.
Click the “Download Template” link at the top of the modal and a CSV file will be downloaded to your personal device. See Notes on the Download Template before uploading your CSV file to ensure it is done correctly. Notes Regarding the Downloadable Template for Uploading CSV FilesThe first row of the CSV file is for each of the database fields. If you download a CSV Template from the Upload CSV Modal, two additional column headers will show that are not database fields: Entry ID and Modify Existing Entry. If you are importing database entries and no entries have been added to the database yet, leave these columns blank in your upload. If database entries already exist in the database, the Entry ID column will contain the unique system generated ID for each pre-existing database entry. Leave this column blank if the row is to be imported as a new entry. The second column, Modify Existing Entry, should have a “Y” input if the existing entry is being modified and an “N” input if it has not been modified. Leave it blank if the entry is new.
After creating your Database Fields CSV File, save it as a CSV UTF-8 for importing. Click the “Choose File” button and open the relevant file from your personal device.
Confirm that the correct CSV file now shows in the Upload CSV Modal.
Select the “Upload” button.
The entries imported from the CSV file will now show on the Upload CSV for (DatabaseName) Page. The system automatically indicates to ignore the first row. Click “Import Now” if there are no errors. A summary of the import will now show on the CSV Upload Page.
Click the “Entries for (DatabaseName)” link to see all imported entries in the Manage Entry Table.
Confirm you wish to edit the database by clicking the “Save” button. Selecting “Cancel” will return you to the Databases Home Page without any alterations being made. | ||
Field | Selecting “Fields” on the context menu opens the Fields for database (DatabaseName) Page on the Fields Tab which shows the Fields Table. New fields can be added to the database from this tab. How To: Add a Database FieldTo create a database field, go to the Home Page of the Database Module.
Click the three dot (…) icon to open the context menu of the database you wish to enter fields for.
Select “Fields” opening the Fields for database (DatabaseName) Page. There are two ways to add a field to the Field Table. Click the “New Field” button above the Field Table or click the three dot (…) icon to the right of the page header opening the context menu and select “Add Entry”.
This opens the New Database Field Modal. The creation of a new field will always require you to enter a field name. Include an input for the displayed label and select the field type from a dropdown menu. The inputs on the New Database Field Modal will vary based on the Field Type. Possible field types in the database module include Form Fields, Formatting Fields, Utility Fields, or a Reference to Another Database. A database field can only have one field type. If you need to utilize another (e.g., for formatting purposes), you can set the displayed label to be same, but the field label must be unique. For an explanation of field types and the formatting choices associated with each one, reference the Understanding Fields Section of the Database Module in the User Manual.
Once you are finished inputting the information for the new field, select “Save” and the new database field will show in the Field Table. Fields can also be imported in bulk into a Database from a CSV. How To: Import Fields from a PDF Field ImportThis method of importing Fields from a PDF requires access to Adobe Acrobat Pro. If a field has already been added to a database, you are no longer able to bulk import database field names from a PDF Field Import. You are now required to enter each field name individually. How To: Add a Database FieldTo create a database field, go to the Home Page of the Database Module.
Click the three dot (…) icon to open the context menu of the database you wish to enter fields for.
Select “Fields” opening the Fields for database (DatabaseName) Page. There are two ways to add a field to the Field Table. Click the “New Field” button above the Field Table or click the three dot (…) icon to the right of the page header opening the context menu and select “Add Entry”.
This opens the New Database Field Modal. The creation of a new field will always require you to enter a field name. Include an input for the displayed label and select the field type from a dropdown menu. The inputs on the New Database Field Modal will vary based on the Field Type. Possible field types in the database module include Form Fields, Formatting Fields, Utility Fields, or a Reference to Another Database. A database field can only have one field type. If you need to utilize another (e.g., for formatting purposes), you can set the displayed label to be same, but the field label must be unique. For an explanation of field types and the formatting choices associated with each one, reference the Understanding Fields Section of the Database Module in the User Manual.
Once you are finished inputting the information for the new field, select “Save” and the new database field will show in the Field Table. Fields can also be imported in bulk into a Database from a CSV. How To: Import Fields from a PDF Field Import{{@340}} To import field names in bulk from a CSV file, go to the Home Page of the Database Module.
Click the three dot (…) icon to open the context menu of the database you wish to enter fields for.
Select “Fields” opening the Fields for database (DatabaseName) Page.
Click the “PDF Field Import” button opening the PDF Field Import Modal.
To import fields using a PDF, use the “Prepare Form” tool in Adobe Acrobat Pro. Add the fields you wish to use for your form. Add a button on your document.
Use the URL link provided on the PDF Field Import Modal in KAStrack.
Confirm that the Export Format is “PDF The complete document”.
Open the PDF and submit the form to generate the fields here. You do not need to fill in any of the fields, and you must not sign it.
Select “Allow” and the PDF will confirm that the fields were added to the database.
Go to the Fields Table in the database Monday, and a warning now states that a PDF is associated with the form and that adding/editing or deleting fields may result in the PDF no longer being compatible.
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Rules | Selecting “Rules” on the context menu opens the Rules for database (DatabaseName) Page on the Rules Tab which shows the Rules Table. New rules can be added to the database from this tab. How To: Add a Database RuleTo add a database rule, go to the Home Page in the Database Module.
Click the three dot (…) icon to the right of the database you want to edit to open the context menu. Select “Rules” opening the Rules Tab that contains the Rules Table. Before any rules are created, the Rules Table will show the fields rule name, conditions, actions and status with no entries.
Select the “New Rule” button opening the New Database Rule Modal.
Input a Rule Name, a required field. Select a status from the dropdown menu: Active or Inactive. This is a required field. Click the plus icon to the right of Conditions to add a condition to the rule, expanding the section for the input of the trigger, what must be true, and what happens if it is true.
Once the condition has been entered, select “Save” to return to the New Database Rule Modal.
The condition created will show in the modal. As many conditions as desired can be entered, as well as none at all. Click the plus sign to the right of the Actions to add an action to the rule, expanding the section to all for the configuration of the action to be taken when the conditions are met. Once the rule as been entered, select “Save” to return to the New Database Rule Modal.
The action will show in the modal. Select “Save”. A popup will confirm that the rule was saved. It will now show in the Rules Table.
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Manage Entries | Selecting “Manage Entries” on the context menu opens the Entries for Database (DatabaseName) Page and the Database Entries Table. Entries can be added, imported, and exported on this page. Bulk edits can also be enabled for efficiency. How To: Edit a Database Entry | ||
Rules can also be accessed from the Rules Tab below the header.