Configuring fields in a schema

After creating a custom schema [see Adding Extension and Child schemas >>], a District Administrator sets up fields in the schema and defines field properties [Figure 444]. Later, the District Administrator will add these fields to the pages and panels he or she creates in the custom schema [>>]. Fields in the schema can be one of several data types [see Specifying how data is entered in the database >>]. Note: Fields can be configured for custom Extension and Child schemas, but not for built-in Extension and Child schemas and not for Main schemas.

To configure a field for a custom schema

[You can do this if your role is District Administrator.DA]:

In the Admin menu, click District Setup. District Setup page appears.

Under cTools, click Manage Schemas. The cTools Manage Schemas page appears.

Click the feature area [>>] that will contain the new field. The Manage Schema Properties page appears.

Student Health Tracking schemas originate from within the Student Demographic feature area. Therefore, to work with Health schemas, click the Student Demographic feature area.

Under Schema name, click the applicable custom schema. The Add/Edit Extension or Add/Edit Child page appears.

In the Actions menu, click Add Field.

To edit field properties, click the field. The Edit Field page appears.

To delete a field: Under Schema fields, select the field. In the Actions menu, click Delete Field. In the confirmation dialog, click OK.

On the Add Field page enter or change information, which includes:

Display name: The field name as it appears to users.

Schema field name: The schema name for the field. The name must be unique, can only have letters with no spaces, and cannot be changed once this page is saved.

Database field name: The database name for the field. The name must be unique, can only have letters with no spaces, and cannot be changed once this page is saved.

Data type [>>]: Select the field data type. The data type name and its options appear under <data type>Options. The data type cannot be changed once this page is saved.

Description: A description of the field.

Under <data type> Options [>>], complete the properties specific to the data type selected above:

For the Alphanumeric data type, enter information under Alphanumeric Options:

Max chars allowed: The maximum number of characters users can enter in the field. The value cannot be changed after it is created in the database [>>].

Required field: Users must complete the field before they can close the page. On a page, a required field is indicated with an asterisk (*).

For the Numeric data type, enter information under Numeric Options:

Max digits allowed: The maximum number of digits, both before and after the decimal point, users can enter into the field. The number entered here cannot be changed after it is created in the database [>>].

Decimal places: The number of digits that appear to the right of the decimal point. The number entered here cannot be changed after it is created in the database [>>].

Default: The value that appears when users first arrive at the field.

Numeric range: The lowest and highest values that users can enter in the field.

Required field: Users must complete the field before they can close the page. On a page, a required field is indicated with an asterisk (*).

For the Date data type, enter information under Date Options:

Required field: Users must complete the field before they can close the page. On a page, a required field is indicated with an asterisk (*).

Default to today's date: Displays the current date in the field.

For the Yes/No data type, enter information under Yes/No Options:

Default: Determines whether the Yes/No check box will be selected by default.

For the Setup List data type, enter information under Setup List Options:

Referenced setup list: There are two options for this field: select the name of an existing setup list [>>] (recommended); or select <New>. Selecting <New> creates a new setup list (when you apply pending changes) with the same name as the Database field name.

Default value: To have a setup list appear when users first arrive at the field, select the setup list.

For the Memo or File data type, enter information under Memo Options or File Options:

Required field: Users must complete the field before they can close the page. On a page, a required field is indicated with an asterisk (*).

For the Collection data type, enter information under Collection Options:

Referenced setup list: There are two options for this field: select the name of an existing setup list (recommended); or select <New> to create a new setup list [>>] with the same name as the Database Field name. The value cannot be changed after it is created in the database [>>].

Click OK. On the Add/Edit Extension or Add/Edit Child page, the field appears under Schema Fields.

Or, click Save & Add to add the next field.

Select a Default display field. The field selected here is used to construct part of the audit message that appears when a change is made to data in any of the fields in the schema [>>].

[Optional] Select a Default search field. The field users search on by default when searching a custom Extension schema [>>]. The field designated as the default search field must be of the data type Setup List [>>] and should be the field that best describes the type of records in the schema. Specifying a default search field is optional; however, if a field is not specified as a default search field, the operators "includes" and "excludes" are not available in the search control.

Click Save.

Click Apply Pending Changes.