Records: Adding and Updating

While viewing a database, there are three different methods to add a record. These options will only be accessible if you are permitted by the founder to add new records. Selecting any of the following will bring you to the add record page:

"Add Record" provided on summary table and search results pages

Note:  If the "Add Record" view has been disabled, it will not appear as an option in the selection list.

Drop-down menu located on summary table and search results pages

To edit a record, select the edit icon while viewing either the database summary table or search results pages. You can also edit a record by clicking the button labeled "Edit" while viewing the details page of a record.

 

Upon adding or editing a record, you may be prompted to select a form. A form is a customized selection of field sets and fields, used to guide members through the process of adding, updating and viewing records. For further information, see forms.

 

The add and update record form is described in detail below. Any required fields will be outlined by a red box.

Text fields (short and long)

Enter plain text in these fields. Some fields require a minimum and/or maximum number of characters to be entered.  A counter has been provided to help determine the proximity to these limits.

Formatted Text

A visual html editor has been provided to allow for quick and easy formatting. This editor supports common shortcut keys such as pressing the "control" and "b" keys simultaneously for bold text. Enter text into the editor window and apply formatting either by using common shortcut keys, or by pressing the format buttons.

Hyperlink

Enter a Uniform Resource Locator (URL) into this field. This hyperlink will open in either the same browser window (current frame), same browser window (no frames), new browser window, or a custom pop-up window, depending upon how the field has been configured in the database.

Email

Enter an email address for this field. Entries that are not syntactically correct will result in an error message being produced.

Number

Enter a numerical value for this field. Non numerical values will result in an error message being produced.

Boolean

Press one of the available radio buttons. The default options are "Yes", "No", and "No Selection". The options "Yes" and "No" may appear differently as they can be modified.

Member field type selection

Press the button labeled "Browse".  A member search pop-up window will open. Select a community member from the window. To remove a selected member from the field, press the button labeled "Clear".

Date and Time

Press the calendar icon  to open the calendar pop-up window.  Select a date from the pop-up window.  Dates can also be entered by manually using the following the format "dd/mm/yyyy". Only enter numerical values in the time fields. Time is supported in a twelve hour format.

Select Lists

Select lists appear as either single select lists, or multi-select lists. Single select lists will allow one option to be chosen and will either appear as a drop-down menu or a series of radio buttons. Multi-select lists allow multiple options to be chosen and will either appear as a multiple selection box or as a series of check boxes.

File & Images

Press the button labeled "Browse". A window will pop-up showing you the contents of your hard drive. Once a file is selected press the "Upload" button to transfer the file from your hard drive to the community. Once the file is added, a button labeled "Clear" appears which can be used to remove the selected file if needed.

Foreign Key

Press the button labeled  "Browse".  A search window will pop-up providing a list of records to link the foreign key to.  Select one of the records from the list.  To remove the selection press the button labeled "Clear".

Hide Record

Select this checkbox if you wish to hide the record from groups and members of the community.  Only groups or members assigned the right to view hidden records, will be able to see posted item.  For further information, see permissions.

Link to Related Content

If you wish to associate the record to other existing content in the community (articles, discussion topics, databases, media, calendar entries, mailing lists, notes, polls or files), select the check box labeled "Link to Related Content". A pop-up window will open permitting you to make your related content selections.  For more help, see linking related content.

Update posting date to today
(option shown only while editing an article)

Select this check box if you would like the record to re-appear as new content.  The record's updated date field will reflect the current date, and an unread indicator will be shown beside the record on the summary, and search results views.

Button: Save as Draft

Press the button labeled "Save as Draft" at the top or bottom of the page to add the record to your list of "My Draft Records".  This option is only available while adding a new record, or updating a draft record.

Button: Done

Press the button labeled "done" at the top or bottom of the page to add the record to the database or commit any changes.

Record details page: adding and viewing child records

Viewing a record's details page can be achieved by clicking the view details view[2] icon found on the summary table and search results pages.

Parent database records, linked to by child database records, will have an additional section on their record details page. This section indicates which databases have foreign keys linked to the current database. Two links are provided in this section, "Records" and "Add Record".  These links may appear differently as their naming convention may be modified.

Viewing related records

Clicking on the "Records" link will bring you to a page illustrating each record in the child database that has linked to the parent record.

A count will appear indicating how many records are related to the one being viewed

Adding records

Clicking on the "Add Record" link will bring you to the add record form for the child database. Adding a record from this link pre-populates it's foreign key with the record you accessed the "Add Record" link from.

The plus symbol will appear if you have the right to add records in the related database