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.

In This Topic

List (text values)
List (numeric values)
Text
Memo
Rich Text
Date
Decimal
Integer
Formula (numeric values)
Formula (text values)
Formula (date values)

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
Up to 15 decimal places can be stored and displayed. However, if you specify display limits, then the maximum number of decimal places that can be displayed is only 9.
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.