Field properties

The tables below explain the standard fields on the Change Database Field Properties screen, non-standard fields that are displayed depending on the Entry Type you select, and the different Entry Types.

Standard fields

Field

Description

Entry Type

Defines how the user inputs information to the field. Additional fields are displayed on the Change Database Field Properties screen depending on the Entry Type you specify. See the table below for details.

Column Name

The field name in the database. The naming convention is the table abbreviation_field name, for example comp_relationship. Do not use extended characters in the column name.

Caption

The field name on the screen. For example, Relationship.

Max Length

The maximum length of the field.

Entry Width

The width of the field.

Default

The default entry for the field.

If the value of Entry Type is Search Select Advanced, you can set Default to search within the current entity, person, company, or custom entity. For example, if your search entity is Opportunity, and you want the search to show only opportunities in the current Company context, set Default to Search With Current Company. If you leave this field blank, the search doesn't filter on the current context.

Exclude from Quick Find

Quick Find allows users search for key terms across all company, people, case, opportunity, lead, solution, communication, order, quote, and custom entity records at once. It searches text, email, and URL fields. You can exclude an individual entity field from Quick Find to narrow the range of results, reduce the size of the index and RAM requirements, and shorten the time to return results. You can also exclude an entity from Quick Find. For more information, see Configuring Quick Find.

Non-standard fields

Field

Description

Lookup Type

Create New Lookup: You must create a new list of selection field values.

Use Existing Lookup: You can use an existing list of selection field values.

Lookup Width Px

The width of the selection list.

Selection Height

The height of the selection list. For example, set this to zero to create a drop-down selection list when the number of selection values is greater than zero. Set this to 10 to create a drop-down selection list when the number of selections is greater than 10. If this field is set to 10 and the list has only three entries, the selection list is displayed as one long list, rather than a drop-down list.

Search SQL

An SQL filter clause that's applied to the search. For example, to create a field that allows a user to select only opportunities of type Consulting, enter oppo_type = ‘Consulting' to restrict the available results.

If both Default and Search SQL are blank, no restrictions are applied and a user can select any returned record.

Search Entity

The default entity that Search Select Advanced fields search.

You can customize Search Entity defaults in <My Profile> | Administration | Translations. For example, to change the default search field on the Case entity from Description to Reference ID, change the translation in SS_ViewFields from Case_Description to Case_ReferenceId.

View Field

Additional columns that are displayed in the Search Select Advanced search results. For example, a Person field could also list the related business phone number.

Tied Fields

The entity that the Search Select Advanced field can search in addition to the default search entity.

For example, to allow a user choose a case or an opportunity from a Search Select Advanced (SSA) field, create an SSA field for Case and another SSA field for Opportunity. Tie case to the Opportunity SSA field and add the Opportunity SSA field to the screen.

For an example of this in Sage CRM, see the Regarding field on the Communication entity. It allows a user carry out a Search Select Advanced on opportunities or cases.

Restrictor Fields

A field that restricts the searched values for the current Search Select Advanced field.

Use this field if there's a relationship between this entity and another SSA field on the same table. For example, if the value of Restrictor is Company for a Person SSA field, when a user adds a new case and selects the company, the Person SSA field shows only the people in that Company. This works because there's a relationship between Person and Company whereby a person belongs to a company.

Linked Fields

Fields that are populated based on the value that a user selects in the SSA field. For example, if a Phone field is added as a linked field to a Person SSA field, the Phone field is populated with the phone number of the person selected in the Person field.

You must declare the Linked field in the form "'Select Field=Form Field".

For example, to select a company's default SLA on the Cases screen, create a field called ColP_LinkedField. The SSA field "Case_primarycompanyid" is declared with the linked field value as "Comp_SLAID=Case_SLAID" where Comp_SLAID is the field used in the select and Case_SLAID is the actual field on the form. On selecting any Company using SSA, the default SLA is automatically selected in the SLA drop-down on the screen.

You can link to multiple fields using a comma to separate each field. There are some restrictions: do not use a semicolon to separate the fields as this breaks functionality. And don't link to a field that's used in the WHERE clause of the view as this causes the drop-down list to be blank.

Search On All View Fields

Allows users to search on all columns listed in View Field.

Entry types

Entry Type

Description

Text With Check Box Search

A text field that has radio buttons when used on a search screen or as a search field in a report or group. The radio buttons translations are Has Value, Is Empty, or Either. You can customize the translations for the radio buttons in <My Profile> | Administration | Customization | Translations.

Product

A list of products. You set up products in <My Profile> | Administration | Customization | Secondary Entities | Products. For more information, see Products .

Intelligent Select

A selection list populated with predefined selections. If the number of entries in the selection list is greater than the selection height, the user can search first and then select. Use this entry type only when the number of entries in the list is unmanageable for a simple Selection.

Multi-select

A selection list that allows a user to select more than one option. You can add multi-select fields to all screen types, and use them in reports and groups. Sage CRM treats multiple selections as logical ORs. If you run a report using two search criteria, records that meet both OR either criteria are returned.

Date Only

Date field. A user can enter a date or use the calendar. You can set a default system date of Current Date Plus Delta (in minutes) or Current Date. Date Only fields are not time zone adjusted.

Currency

A user can enter an amount and select a currency from a list. You define the currency list in <My Profile> | Administration | Data Management | Currency. Currency values can be a maximum of 15 digits long, including the decimal point and places).

Search Select Advanced

Allows a user to search for records on an entry screen. A user can enter a few letters in a field, click the SSA icon, and select an option from the search result hyperlinks beneath the field. For example, the SSA field on Cases tab in the context of a Solution.

Minutes

Duration (in minutes) of cases and opportunities as they move from one stage to another. You must specify the fields that flag the Start Time and End Time.

For example, Duration on the Case Tracking tab.

Currency Symbols

A list of all currencies in the system.

User Group Select

Allows a user to select an existing static or dynamic group and link it to a record. The record is not added to the group.

Text

Free text in a single line. For example, Company Name.

Stored Proc

Initiates a stored procedure.

Check Box

Check box. For example, Private on the Communications entry screen. When used on a search screen, the check box is converted into radio button options: 'Has Value', 'Is Empty,' or 'Either'. You can customize translations for these options in <My Profile> | Administration | Customization | Translations.

Phone Number

Phone number. The value is displayed as a hyperlink. CTI-enabled users can click the value to make an outbound call.

Multiline text

Multiple lines of free text. For example, Problem Details on the Case entry screen.

Email address

A link to send an email. For example, Email on the Person Summary screen.

WWW URL

WWW URL. For example, Website on the Company entry screen.

Selection

A selection list populated with predefined selections. For example, Action on the Communications entry screen.

User Select

A list of users. For example, Assigned To on the Case entry screen.

Team Select

A list of teams. For example, Team on the Opportunity entry screen.

Integer

Numerical value. For example, Certainty on the Opportunity entry screen.

Numeric

Money value. For example, Revenue Generated on the Opportunity table. Numeric values can be a maximum of 15 digits long, including decimal point and places.

Date & Time

Calendar and time. For example, Date & Time on the Communication entry screen.