Note:
If
the fields are completed in only one language, the text entered will be
displayed for each language the community supports.CommunityZero®Help
After a database has been created, you may wish to change basic properties such as it's name, location or description. You may also want to further customize it by configuring record identifiers, changing the sort order, adding forms, or creating custom views and tailoring them to members of the community. Included below are sections to assist with these actions. If you are starting up a new database, see creating a new database for further information.
This is the basic set of properties used to define a database. Required fields are marked with a red star.
Language Drop Down
The language drop-down menu only appears if multilingual support has been enabled for the site. It is used in conjunction with the name, description, record name (singular) and record name (plural) fields. Select a language from the drop-down menu and complete the fields. The text entered for the fields will appear in the database tool when the respective community display language has been selected. Select another language and complete the fields if multilingual support is desired.
Note:
If
the fields are completed in only one language, the text entered will be
displayed for each language the community supports.
Name
Provides a descriptive name/title for the database.
Description
Enter text in this field to provide a description of the database to community members.
Folder
Select a folder location from the drop-down menu where the database should be saved.
Record Name (singular)
Enter text in this field if you wish to change the name of a single database entry from "record" to a customized term.
Record Name (plural)
Enter text in this field if you wish to change the name of multiple database entries from "records" to a customized term.
"Add Record" Phrase
Enter text in this field if you wish to change the phrase used for adding a new record to a database. The currently used phrase is "Add Record".
Only allow record creation from linked database
Select this option to prevent record creation from within the current database. Record creation will only be possible from within a linked database, or if the database default view is "Add Record". Linked databases are created through the use of foreign key fields.
The order in which records are sorted on the summary table and search result pages can be modified.
Note: Views
with their own sort order will take precedence over the default database
sort order.
To customize the sort order, select the fields you would like to sort by using the three drop-down menus. The records will be sorted by the field in the top drop-down menu first, followed by the middle field, and lastly by the field in the bottom menu.
The drop-down menus on the right may be used to sort in ascending or descending order.
By default, records are identified by a non-descriptive numerical value. In order to identify records while performing a community search or setting foreign keys, it is recommended that you select database fields you would like to use to identify records.
Selecting Record Identifiers
Choose which fields will be used to identify records from drop-down menus A, B and C. The entries for these three fields will appear as the names for records in the pop-up search windows. They will be shown in the sequence of A, B and C from left to right.
Setting a Prefix and Suffix
Both prefixes and suffixes may be added to each record identifier. They will appear in the pop-up search windows as well. To add a prefix to record identifier "A", insert text in the box to the left of the "A". To add a suffix to record identifier "A", insert text in the box to the right of the character "A". The same process can be used to add prefixes and suffixes to the remaining record identifiers.
Enter prefix in left hand box and suffix in right hand box of each identifier A, B and C
Views allow you to present a database to members of the community in a tailored fashion. Among the features available to you using views are searching criteria and displaying matching records, customizing the resulting sort order, guiding member interaction using forms, and choosing specific records to display. See views for a complete outline of functionality.
A form is a customizable subset of database fields, which may be used to restrict the amount of information presented while managing records. In addition to adding and updating a record using a form, each form has it's own detail view which may be used while viewing records. By selecting a form prior to viewing a record, only the respective fields of that form will be displayed. See forms for a complete outline of functionality.
Records have the option of being hidden from groups and members of the community while Adding and Updating Records. To allow individual groups and members to view hidden records of a database, the "View Hidden Record" permission can be applied. For information see Setting Database Permissions.
Two options exist to provide additional control over which members can view hidden records:
Allow the "Owner" of a record to always see hidden records
Select this option to allow members to view database records which they have posted themselves. This may be desirable in a situation where a database is being used to host a survey. After submitting a survey, each member will be able to review their own posted item, while still keeping this information confidential and hidden from other community members.
Allow users with the "Edit Record" right to always see hidden records
Select this option to allow members with the "Edit Record" permission to view hidden database records. For further information see Setting Database Permissions.
Note:
If "Allow users with the "Edit Record" right to always
see hidden records" has been selected, Owners will be able to view
their own hidden records. To
hide records from Owners, remove the "Edit Record" permission
for the Owner group. See
Setting Database Permissions
for further details.