Types of data fields

When you create a data field, you can choose from the following field types. To share data fields with other forms or the with the dashboard, you need to connect the fields to form controls. For information, go to Connect form controls.

List (text values)

  • Use to specify the text values a user can choose from
  • Recommended: Keep a blank row as the default value to prevent a project from reporting a value that a user did not intentionally choose
  • On the dashboard, use to group variables on summaries, for example, Total Hard Savings for each Business Unit
  • On the dashboard, use as filters, for example, show all projects in the Eastern and Southern regions
  • On forms, connect text lists to drop down, option, or list controls
    Single-value list field with text values
    List field with text values in a data table

List (numeric values)

  • Use to specify the numeric values a user can choose from
  • Use to convert text values to numeric values for use as inputs into formulas
  • On forms, connect numeric lists to drop down, option, or list controls
    Single-value list with numeric values
    List field with numeric values in a data table

Text

  • Use when data is a text string, with no line breaks or paragraphs
  • To allow users to enter multiple lines of text, including line breaks or paragraphs, choose a memo field instead
  • To limit users to a pre-defined list of values, choose a list field instead
  • On forms, connect text fields to text box controls
    Single-value text field
    Text field in a data table

Memo

  • Use when data is multiple lines of text, including line breaks or paragraphs
  • On forms, connect memo fields to memo controls
    Single-value memo field
    Memo field in a data table

Rich Text

  • Use when single-value data might be formatted as bulleted lists, bold, underlined, color, and so on
  • Use when single-value data might be an image; images cannot be displayed on the dashboard
  • On forms, connect to a rich text control
    Single-value rich text field

Date

  • Use when data is a date
  • Choose from a short date format or a long date format
  • On forms, connect date fields to date picker controls
    Single-value date field
    Date field in a data table

Decimal

  • Use when data is a decimal number or a percentage, or if users must enter scientific notation
  • Users can enter any number of decimal places, but only 15 decimal places can be stored and shown, unless you specify a limit. You can specify a limit of up to 9 decimal places to show.
  • Users can enter any number within the minimum/maximum you set
  • To limit users to a pre-defined list of numbers, choose a list field instead
  • On forms, connect decimal fields to numeric box controls
    Single-value decimal field
    Decimal field in a data table

    Percentages and scientific notation require a decimal field.

Integer

  • Use when data is a whole number
  • Commonly used for financial data to prevent users from entering fractional currency
  • Users can enter any number within the minimum/maximum you set
  • To limit users to a pre-defined list of numbers, choose a list field instead
  • On forms, connect integer fields to numeric box controls
    Single-value integer field
    Integer field in a data table

Formula (numeric values)

  • Use when data is a numeric result of a formula
  • Formulas use other fields to produce a result, for example, adding or subtracting financial fields
  • On forms, connect numeric fields to numeric box controls
    Single-value formula field with numeric fields
    Formula field with numeric values in a data table

Formula (text values)

  • Use to return a formula result as text
  • Most commonly used with text formula functions, such as concatenate, left, right, and so on
  • On forms, connect text formulas to text box controls
    Single-value formula field with text values
    Formula field with text values in a data table

Formula (date values)

  • Used when you need to calculate a date value based on another date value
  • Dates are measured in days. So, to calculate a date 2 weeks after the start date, the formula expression would be [Start Date] + 14
  • Use the DATE() function to construct dates out of day, month, and year components
  • On forms, connect to date picker controls
    Single-value formula field with date values
    Formula field with date values in a data table
Note

For more information, go to Formula functions.

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