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Required permission:
  • View data type
  • Create data type
Open Data Type and click New. The New Data Type page opens with one field already in place, the Title. If your organization already has as many data types as its plan allows, New opens an Upgrade plan dialog instead, for example You can only have 3 data types on the Free plan. Click Upgrade to a higher plan to change it. Opening the New Data Type page’s address directly also returns you to the list with this dialog.
New Data Type page
  1. Name: the name of the data type, for example Store. Use letters, numbers, dashes and underscores only, no spaces. The names User, Hub, Vehicle, Role and Task Type are already taken.
  2. Scope Data by Hub: on, each record belongs to one hub and people see only the records of the hub they are working in. Off, the records are shared by every hub. You can turn it on or off only while the data type has no records.
  3. Scope Data by User: on, each record can be scoped to chosen users or teams, and only they see it. See Scope records by user.
  4. Add Field: add a field. A new field opens ready to fill in.
  5. Title: the field that identifies each record, such as a store code or a customer code. Every data type has exactly one Title. A Title can have spaces between words, such as Pasar Baru 01. It is always first, and it is always required, unique and shown on the table, so you can’t change those settings or remove it (the lock shows why). Its label and description can be changed.
  6. Add combination: make a combination of fields unique together (see below).
  7. Cancel or Save. When you save, the data type is created and opens for editing.

Set up a field

Each field is a row. Click the arrow on the right of a row to expand it.
An expanded field
This example edits the Customer data type.
  1. Name: the data type’s name.
  2. Scope Data by Hub.
  3. Scope Data by User.
  4. Add Field.
  5. An expanded field:
    • Label: the field’s name, as people see it on the record form and the table.
    • Type: what kind of value it holds. See Field types.
    • Description: a hint shown next to the field when someone fills it in.
    • Rules, depending on the type: Default value, Minimum, Maximum, Decimal places, or the list of Options.
    • Required: the field must be filled in. A Multi option field has no Required switch; set Minimum choices instead.
    • Show on table: show the field as a column on the Data Source table. Any number of fields can be shown; a wide table scrolls sideways.
    • Unique: no two records can have the same value in this field. For a Relation field, Unique is set in its relation settings instead, see Relation.
    • Field id: each new field gets an id built from its title, for example Field 1 becomes field_1, and a repeated title becomes field_1_2. Ids of existing fields never change, and two fields may have the same title.
    A collapsed row shows a summary, for example Required · Show on table, or for a Relation field its target and relationship, such as Customer · Single. Drag a row by its handle to change the order of the fields. The bin removes a field.
  6. Add combination: in the Unique together box.
  7. Cancel and Save (shown when you edit a data type).
  8. Related records: shown beside Unique together once another data type links to this one. See Related records on the target.

Unique together

Unique together stops two records from repeating the same combination of values. For example, a combination of Store Name and City lets two cities each have a store called Pasar Baru, but not two in the same city. Click Add combination and choose at least two fields. You can add several combinations, but the same combination can’t be listed twice. If a combination has fewer than two fields when you save, the message Each unique combination needs at least 2 fields. shows under that combination. The Title can’t be part of a combination, because it’s already unique on its own. A Relation field can be part of one.

Turning Unique on when records already exist

When you save after turning Unique on for a field, or after adding a combination, the existing records are checked first. If two records already share a value, nothing is saved: a popup lists each repeated value with the records that hold it, and the same message shows under the field or combination. Change those records, then save again. If no values repeat, the data type is saved and its existing records are registered in the background. A progress popup shows until it finishes. Meanwhile, the data type’s records can’t be added or changed, and Data Source shows the progress. Turning Unique off frees the values again. A Relation field links a record to a record of another data type, or to a user, hub, vehicle, role or flow. See Relation and Linked records.

After you submit

The data type is ready to use right away: