Understanding Database Fields: Form, Formatting, and Utility Field Explanations
Fields are the individual data elements that makeup databases. You can think of them as a container for a type of information. They are the building blocks the Database Module uses to collect, store, and process data in a structured way.
In a database table, fields are the columns that define what find of information each record (row) will store.
Every field has properties (or metadata) that define it: a Name/Identifier (what the field is called internally), the Data Type (what kind of data it can hold), Constraints (the rules that limit what data is valid), Default Value (what to use if no data is entered), and Validation Rules (checks to ensure the input meets expectations, e.g., email format, numeric range).
In KAStrack, individuals with Admin permissions for the database can define custom fields that appear as form or database inputs that can be utilized in structured formats. There are three field types utilized in the database module: form fields, formatting fields, and utility fields. Users can also reference data from another database in a field.
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.
If no fields have been entered into a database, they can be created by importing a CSV File.
How To: Import Fields from a CSV File Into a Database
To import database entries from a CSV, database fields must already have been created.
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
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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.
How To: Import Fields from a CSV File Into a Database
If a field has already been added to a database, you are no longer able to bulk import database field names from a CSV file. 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 database field names 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 “Upload CSV” opening the Upload CSV for (DatabaseName) Modal.
When creating your CSV file, the first row of the CSV file is used. Each individual cell in that row will be a database field used as columns for data entry. When importing bulk field names, the notes in the Upload CSV Modal on “Entry ID” and “Modify Entry ID” are not relevant.
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.
Configure each database field as desired. Field types shown on the dropdown menu include form fields: Text, Text Box, Checkbox, Dropdown, Radios, Data, and Data/Time.
Select “Import Now” and a summary of the import with show on the CSV Upload Page.
All imported field will now show on the Fields for database (DatabaseName) Page in the Fields Table.
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.
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 Files
The 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.
All fields created via an import start as field type of "Text" and must be manually configured.
Once a field has been added to the database, no additional fields can be imported via CSV file. They must be added individually from the Fields page.
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.
Form Fields
A form field is an individual input element within a digital form that allows a user to enter, select, or submit data. Each form field captures a specific piece of information and sends it to a database after the form (or modal) is submitted.
The table below shows the type of form fields (field that indicate the type of data/information to be input) utilized in the Database Module and the customizable choices associated with them.
Form Field Type Choice Explanations | |||
Form Field Type | Customizable Choices | Comments | |
Text | Start Hidden | If selected, the field will be hidden when the modal first loads. | |
Show in View / Manage Entries | Selected by default; Deselect if the field is being used for data acquisition and you do not want it to be visible. | ||
Force Capitalization | Selecting “Force Capitalization” converts inputted text to all capitalized letters. | ||
Treat As Link |
| When selected, the input becomes a clickable link. A checkbox selection forces the link to open in a new tab. | |
Text Box | Start Hidden | If selected, the field will be hidden when the modal first loads. | |
Show in View / Manage Entries | Selected by default; Deselect if the field is ?maybe a NOT should be here? being used for data acquisition and you do not want it to be visible. RDC Thinks that this may not be true - i.e. the data may NOT get saved at all. not sure - apply to all these below if so. | ||
Force Capitalization | Selecting “Force Capitalization” converts inputted text to all capitalized letters. | ||
HTML Text Box | Start Hidden | If selected, the field will be hidden when the modal first loads. | |
Show in View / Manage Entries | Selected by default; Deselect if the field is being used for data acquisition and you do not want it to be visible. | ||
Checkbox | Start Hidden | If selected, the field will be hidden when the modal first loads. | |
Show in View / Manage Entries | Selected by default; Deselect if the field is being used for data acquisition and you do not want it to be visible. | ||
Checked By Default | If selected, the checkbox field created will be selected by default. | ||
Dropdown | Start Hidden | If selected, the field will be hidden when the modal first loads. | |
Show in View / Manage Entries | Selected by default; Deselect if the field is being used for data acquisition and you do not want it to be visible. | ||
Add Blank |
Select the plus sign icon to add additional entries. Textboxes must be saved individually through the disc icon or by the clickable “Save All” link. | ||
Add "Other" Option | If selected, “Other” will be included as a checkbox that when selected, opens a textbox for data input. | ||
Multiple | If selected, allows a user to pick more than one item from the dropdown menu. | ||
Options |
Select the plus sign icon to add additional entries. Textboxes must be saved individually through the disc icon or by the clickable “Save All” link. | ||
Radios | Start Hidden | If selected, the field will be hidden when the modal first loads. | |
Show in View / Manage Entries | Selected by default; Deselect if the field is being used for data acquisition and you do not want it to be visible. | ||
Options |
Select the plus sign icon to add additional entries. Textboxes must be saved individually through the disc icon or by the clickable “Save All” link. | ||
Date | Start Hidden | If selected, the field will be hidden when the modal first loads. | |
Show in View / Manage Entries | Selected by default; Deselect if the field is being used for data acquisition and you do not want it to be visible. | ||
Date / Time | Start Hidden | If selected, the field will be hidden when the modal first loads. | |
Show in View / Manage Entries | Selected by default; Deselect if the field is being used for data acquisition and you do not want it to be visible. | ||
File Upload | Start Hidden | If selected, the field will be hidden when the modal first loads. | |
Show in View / Manage Entries | Selected by default; Deselect if the field is being used for data acquisition and you do not want it to be visible. | ||
Max File Size | If left blank, the maximum upload file size is 500 MB. | ||
Allowed Extensions | Any extension | Allow anything to be uploaded. | |
Images | .jpg, .jpeg, .png, .gif, .bmp, .svg | ||
Documents | .doc, .docx, .odt, .pdf | ||
MS Word Document | .doc, .docx | ||
Spreadsheets | .xls, .xlsx, .csv | ||
MS Excel Spreadsheet | .xls, .xlsx | ||
MS Powerpoint Presentation | .ppt, .pptx | ||
Custom | Allows the form creator to specify what can be uploaded | ||
Allow Multiple Files | If selected, multiple files can be uploaded. | ||
Mandatory | If selected, a file upload will be required. | ||
Image | Start Hidden | If selected, the field will be hidden when the modal first loads. | |
Show in View / Manage Entries | Selected by default; Deselect if the field is being used for data acquisition and you do not want it to be visible. | ||
Max File Size | If left blank, the maximum upload file size is 500 MB. | ||
Allow Multiple Files | If selected, multiple images can be uploaded. | ||
Mandatory | If selected, an image will be required. | ||
Password | Start Hidden | If selected, the field will be hidden when the modal first loads. | |
Show in View / Manage Entries | Selected by default; Deselect if the field is being used for data acquisition and you do not want it to be visible. | ||
The following information can also be used when creating a form field.
Form Field Creation Inputs | |
Field | Explanation |
Default | Whatever is input as the default will automatically be input in the field. The default can be replaced by the individual adding the entry. |
Placeholder Text | The Placeholder Text textbox can be used to input greyed out text in a textbox that can be used as a hint in the field. It can be a maximum of 25 characters and will disappear when information is entered. |
Context Sensitive Help | Context Sensitive Help will be visible when the blue question mark icon is clicked. Utilize this to include additional information needed to aid in completion of the field. |
Field Validation | Field validation is the process of checking that the data entered into a form field meets specific rules or criteria before it is accepted or saved and is used to prevent typos, formatting errors, and missing information from entering the database. The Validation dropdown menu allows a user to select between Optional and Mandatory validation with specific formatting requirements, or a Custom Regular Expression. Selecting Mandatory from the dropdown menu requires that there is content in the field and that it fits a specific format. |
Validation Help | Validation help (similar to context sensitive help) allows for a customized message to explain what/how something needs to be entered for field validation. |
CSS is a standardized system used to determine how web pages look. CSS classes are groupings of various styles (e.g. border, font color and size), and can be defined in KAStrack forms with whatever styles you like. When you assign a CSS Class to a form field, the field inherits all the styling associated with that class. | |
Formatting Fields
A formatting field refers to a field or placeholder in a form, database, or document template. Formatting fields apply style, structure, or output rules to data, controlling how data is displayed, structured, and presented rather than what the data actually is. When a formatting field is used in a database, it is defining the visual output.
Withing KAStrack’s Database Module, there are four formatting fields: Start Section, End Section, Tabs Start, Tabs End.
Formatting Fields Explanations | |
Field | Explanation |
Section Start | The Section Start formatting field is a control used in a database to signal the beginning of a new logical or visual section. It groups related fields on the same page and adds structure. |
If the start hidden checkbox is selected, the section formatting will be hidden when the field first loads. Note: If you select the start hidden checkbox, you will not be able to use a display CSS style for a section. | |
Formatting options for the new section include: border, border radius, padding, margin, background color, background image URL, background image position, background image size, background image repeat, font, text color, and rotation. | |
Clicking “Show/hide advanced” opens a CSS Styling textbox. Note: All CSS styles must be valid CSS Styles. | |
All Section Start Fields must have a corresponding Section End Field. | |
Section End | The Section End Formatting Field marks the end of a formatted section that started with a Section Start formatting field. It communicates to the system “Stop applying the formatting or logic that began at the Section Start.” |
All Section End Fields must be used with a corresponding Section Start Field. | |
Tab Start | A tab start formatting field indicates the beginning of a new tab container or page in a multi-section form or document. Tab start creates separate pages or panels within a single form and improves navigation and organization. When you add a tab start field, it creates a new tab header and defines where the content of that tab begins. When another tab start field is used, a new tab is created by the system. |
All Tab Start Fields must have a corresponding Tab End field. Between the two, you are required to have a section that contains fields. | |
Tab End | A Tab End formatting field indicates the end of the active tab container that began with a Tab Start formatting field. |
All Tab Start Fields must have a corresponding Tab End field. Between the two, you are required to have a section that contains fields. | |
Utility Fields
A utility field is a system-level field that performs a technical or aesthetic function such as instructions, spacing, visibility control, conditional logic, calculations, or layout consistency, but does not represent a data element. Think of it as a helper field that manages how information looks or functions.
Utility Field Explanations Table | |||
Field Type | Meaning / Purpose | How It Works | Field Creation Notes |
Information | Displays non-editable text, notes, or instructions to guide the user | Does not store data; it’s purely for communication or context within a form | Add descriptive text or HTML formatting |
Not linked to a database column | |||
Excluded from exports | |||
Can include hyperlinks or help icons | |||
Calculated | Automatically computes a value based on formulas or other field inputs | Performs calculations dynamically when the form loads or data changes | Define a formula |
Ensure source field exist and have proper data types | |||
Set decimal precision or rounding rules | |||
Can be updated automatically or when saved | |||
Sequential Number | Generates a unique, automatically incrementing number | Each new record triggers a sequence increment | Define state number and increment step |
Option to include prefixes (e.g. INV-01) | |||
Ensures prevention of duplicates | |||
Read-only to users | |||
Hidden Field | Stores data that is not visible to the user but is used by the system or workflows | Data may be filled automatically by logic, user ID, timestamp, or lookup. | Hidden from the user interface |
Used for internal references | |||
Ensures security | |||
Read Only | Displays data that the user can see but not change | Pulls values from the database or calculated results but locks editing | Mark as non-editable |
Useful for summary or verification data | |||
Can still be exported | |||
Mail Merge | Acts as a placeholder in document templates that pulls live data into generated files | Replaces tags with actual field values during document generation | Must match database field names |
Verify formatting (dates, currency, capitalization) | |||
Used in templates for Word, PDF, or HTML | |||
Ensures privacy when merging client data | |||
Copy Previous Entry | Automatically fills a field with the value entered in the previous record | When creating a new record, the system retrieves the last entered value for that field | Choose which fields allow copying |
Ensure users can overwrite if needed | |||
Often used for reoccurring data | |||
Improves speed and data consistency | |||
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