Adding and Editing Fields

Overview

Fields are the building blocks of a Softools App. They define the individual values stored, calculated or displayed and can be used across Records, Templates, Reports, Workflows and integrations.

Examples include:

• A Text Field for a project name
• A Date Field for a deadline
• A Person Field for an owner
• A Selection Field for a status
• A Number Field for a budget

Field values are stored against Records and can be used in different parts of an App:

• Templates arrange Fields for users to view or edit through Forms and Pop-Ups.
• Reports use Fields as columns, axes, values, filters and groupings. Supported Fields can also be edited directly from a Table Report.
• Workflows read, evaluate and update Field values to automate processes.
• Integrations exchange Field values through imports, exports and APIs.

A Field does not need to appear on a Template to be used elsewhere in the App.

This article explains how to access Fields in App Studio, create a new Field and edit an existing Field.

For help choosing the appropriate Field Type, see Field Types. For detailed explanations of the available configuration options, see Field Parameters.

Contents

• Accessing Fields in App Studio
  • Open App Studio from the Workspace
  • Go Directly to a Field or Template
• Adding a New Field
  • Choose a Field Type
  • Configure the Field
  • Save the Field
• Using the Field in Your App
  • Templates and Forms
  • Reports
  • Other Uses
• Editing an Existing Field
  • Find a Field
  • Update Common Settings from the Fields List
• Changing a Field Type
• Important Considerations
• Related Articles

Accessing Fields in App Studio

Open App Studio from the Workspace

To access App Studio:

1. Select the cog menu in the top-right corner of the Workspace.
2. Select App Studio.
3. Select the App you want to configure.
4. Select Fields from the App configuration.

The Fields page displays the Fields currently available in the App. From here, you can add a new Field, open an existing Field, find Fields using the search and Type filters, or update commonly used settings directly from the list.

Go Directly to a Field

App Builders can also navigate directly from a Record in the Workspace to the Field they want to edit.

Hover over a Field Label and select the information icon that appears. The information panel displays the Field Identifier and Field Type.

If your App Studio permissions and App access allow you to edit the relevant configuration, it also provides:

• Go to Field: Opens the selected Field in App Studio.

This is particularly useful when reviewing a Record and you need to find the relevant configuration quickly.

Note: App Studio access is permission-based. The actions available depend on the user’s assigned App Studio permissions and their edit access to the App.

Adding a New Field

From the Fields page, select Add Field. You can also select the + beside Fields in the App configuration left-pane menu.

The available Field Types are displayed. Browse the available Types or use the search option to find a particular Field Type.

Choose a Field Type

The Field Type determines:

• The kind of information the Field stores
• How users enter or interact with its value
• Which configuration parameters are available
• How the value can be used in Expressions, Reports and Workflows

For example:

Some Field Types require additional configuration. For example, a Selection Field requires a Select List, while a Reference Field requires a Reference App.

See Field Types for more information about the available options.

Select a Field Type to open its Create Field screen.

Configure the Field

The parameters available on the Create Field screen depend on the selected Field Type. However, the following properties are common to most Fields.

Label

The Label is the user-facing name of the Field. It should clearly explain the information displayed or expected.

For example:

• Project Name
• Action Owner
• Date Raised
• What is the Project Scope?

A Label is normally recommended, although it can be left blank where a visible heading is not required.

Identifier

The Identifier is the unique system reference for the Field. It is used in:

• Expressions
• Workflows
• Reports
• Templates
• Imports and exports
• APIs

The Identifier is also used as the column heading when App data is exported to CSV. Where a Field creates backing Fields, such as _Formatted, _Text or _Numeric, these backing Field Identifiers are also included when all Fields are exported.

When a Label is entered, Softools suggests an Identifier by removing spaces and unsupported characters. You can edit this suggested Identifier before creating the Field.

For example:

The Identifier:

• Must be unique within the App
• Must start with a letter
• Must contain only letters and numbers
• Must contain at least three characters

Important: The Identifier cannot be changed after the Field has been created. Check it carefully before saving the Field.

Description

The Description provides additional guidance about the Field.

It can explain:

• What information the user should enter
• Where the information can be found
• Why it is required
• Which format the user should follow
• How the value is populated or calculated
• How the Field is used elsewhere in the App

Descriptions help Workspace users understand what is expected and help other App Builders maintain the App.

When a Field is displayed on a Template, Workspace users can access its Description by hovering over the Field Label and selecting the information icon.

Additional Parameters

Depending on the Field Type and process requirement, you may also need to configure:

• Required
• Read Only
• Default Value
• Expression
• Validation
• Number Formatting
• Format String
• Named Styles
• Field Type-specific settings

See Field Parameters for a complete explanation of these options.

Save the Field

Once the required configuration is complete, select Save at the bottom of the screen.

If the configuration contains a validation error, Softools displays a validation summary and identifies the properties that must be corrected. For example, a required property may be missing or a minimum value may be greater than the maximum value.

Correct the errors and select Save again.

When a new Field is saved:

1. The Field is created.
2. You are returned to the App’s Fields list.
3. The Field becomes available for use elsewhere in the App configuration.

Creating a Field does not automatically add it to a Template or Report.

Using the Field in Your App

After creating a Field, consider where and how it needs to be used. A Field can support several App Builder elements and does not need to appear on a Template to be useful.

Templates and Forms

Templates arrange related Fields into a clear layout for users to view or edit. Templates can then be grouped into Forms to guide users through the stages of a process.

For example, a project Template might bring together Fields for:

• Project Name
• Project Owner
• Current Status
• Deadline
• Budget

Each Field captures a specific value, while the Template presents the related information together as part of the project process.

Templates can also be displayed as Pop-Ups, allowing users to view or edit relevant Fields without navigating away from their current location.

Reports

Reports use Fields directly. A Field does not need to appear on a Template or Form before it can be used in a Report.

Depending on the Report Type, Fields can be used as:

• Columns in a Table Report
• Values displayed on a Card Template in a Card Report
• Axes or values in a Chart
• Rows, columns or values in a Matrix
• Filters, grouping or sorting values

Reports display or aggregate Records, while the selected Fields determine which values are presented and how those Records are filtered, grouped or analysed.

Where inline editing is enabled and supported, users can also update Field values directly from a Table Report without opening the Record.

Other Uses

Field values are stored against each Record, regardless of whether the Field is visible on a Template.

A Field can therefore remain hidden from users while being used as:

• A supporting value for an Expression or calculated Field
• An input to or output from a Workflow
• A value included in a Report
• A value populated through an import
• A value exported to another system
• A value read or updated through an API or integration

Note: Creating a Field makes it available within the App, but does not automatically display it to Workspace users. Add it to the appropriate Template or Report where users need to view or interact with it.

Editing an Existing Field

You can open an existing Field from the App’s Fields list or use Go to Field from a Record in the Workspace.

To edit a Field from the Fields list:

1. Open the App in App Studio.
2. Select Fields.
3. Select the Field’s blue Label or Identifier.
4. Update the required properties.
5. Select Save at the bottom of the screen.

After saving, you will be returned to the Fields list.

Find a Field

For Apps containing many Fields, use either of the filters above the Fields list:

• Type to search: Begin typing a Field Label or Identifier. The dropdown is filtered to show matching Fields. Select a Field to open it directly.
• Filter types: Select one or more Field Types to display only Fields of those Types.

The Fields list returns to its unfiltered state when you return to it using Back or after saving a Field.

Update Common Settings from the Fields List

The Fields list also allows the following settings to be updated without opening the Field:

• Required: Determines whether the Record must contain a value in the Field before it can be saved.
• Title: Sets the Field as the App’s Title Field. An App can have only one Title Field, so enabling this for a Field automatically disables it for the previous Title Field.
• Search: Includes the Field in the Free Text Quick Filter.

These changes are added to the App’s unpublished configuration in the same way as changes made within the Field configuration screen.

Publish the App when the changes are ready to be made available in the Workspace.

Before changing a Field, consider whether it is already used in:

• Templates
• Reports
• Expressions
• Workflows
• Imports and exports
• APIs
• Integrations
• Parent or Child relationships

A change to a Field can affect other parts of the App that depend on it.

Changing a Field Type

Most Field Types cannot be changed after the Field has been created.

A Type can only be changed where the existing and new Types are compatible. The supported changes are:

Existing Field data is retained when changing between compatible Types. Changing a supported Type does not alter the stored Field values. However, it may affect how the value is displayed or used.

Before changing a Field Type, review any Templates, Reports, Expressions, Workflows, imports and integrations that depend on the Field.

If the required change is not supported, create a new Field and carefully update the relevant data and dependencies.

Important Considerations

Choose the Identifier Carefully

A Field Identifier cannot be changed after the Field has been created. Choose an Identifier that is clear, concise and likely to remain appropriate throughout the life of the App.

Choose the Appropriate Field Type

Changing the Type later may not be possible. Consider how the value needs to be entered, stored, calculated, reported and integrated before creating the Field.

Decide How the Field Will Be Used

A Field does not need to appear on a Template. Consider whether it should be:

• Displayed or edited through a Template
• Displayed or edited through a Report
• Used by an Expression or Workflow
• Exchanged through an import, export, API or integration
• Kept hidden as a supporting value

Avoid Duplicating Existing Fields

Before adding a Field, check whether the App already contains a Field that meets the requirement. Fields can be reused across different templates and reports. Duplicate Fields can lead to inconsistent data and make reporting more difficult.

Review Dependencies Before Making Changes

Fields can be referenced throughout an App. Review the Field’s dependencies before changing its behaviour, configuration or Type.

Publish Changes When Ready

Changes made in App Studio build up as unpublished App changes. They take effect in the Workspace only when the App is published.

Related Articles

• Fields, Templates, Forms, Records and Reports
• Field Types
• Field Parameters
• Field Formatting
• Basic Field Configuration (Common Properties)
• Creating Fields with AI CoCreator
• Field Copy
• Expressions (NCalc)
• Templates
• Reports