Field Properties Screen
Fields are used to capture information about a record. The Field Properties screen tells users how the field is used throughout SAM and provides links to the database table, forms, checklists, auto actions, reports and templates it is used on.
SAM Admins should reference this screen when setting up new processes and troubleshooting issues.
There's a lotta info... let's break it down:
3 ways to access this Field Properties screen:
1. From a View form where the field is shown
2. From Reports by clicking the column heading > View Field Properties.
3. From Settings > Tables & Fields, then click on the Field Title.
You really need to know what you're looking for if you go this route!
What the Field Properties screen tells us:
This is the internal display of the field in SAM.
To change a field title:
Click on the value of the Field title and rename. Click Save. We do not recommend changing a field name to something entirely unrelated. Create a new field if you're feeling wild about it.
Links to the Table the field is on and list of other fields on the table.
Shows the type of field: text, date, list, number, email address, hyperlink, document upload, phone number. Follow here for a list of available field types.
To change a field type:
This recommended to be done when no values are entered for a field, however it can be done successfully for specific field types conversions. Click here to see what happens for field type conversions.
These may seem like unnecessary details, but after a setup is complete and time passes, how the field is defined may be lost. Providing some additional details to your team to help them understand the parameters or reasoning behind the creation of this field.
Add notes so users will understand the definition of the field and the intent for use and expected information that should be included in this field.
Field Setup Memo
add notes to Full Admins for why this field was setup, any special calculations or Auto Actions that may use this field. This note is only viewable on the Field Properties Overview screen.
Provides details on how often this field is entered in SAM.
Number of Records where Entered out of All Records
Shows the count of records that have a value entered for this field out of the total number of possible records.
Number of Distinct Field Values
Shows the number of different data entry values made for this field. It could be helpful to change a text field to a list if there are very few distinct values.
Shows the values entered for the field and the number of records with that value.
Greater than ten (10) values > SAM will show the Top 10 and provide a link to view all field values. When there are Field Values that have more than one (1) record count, SAM will show a link where only those values with greater than one record are shown, so you can do analysis.
Shows the last ten entries to this field. The date, user, old and new values are provided. For more modifications, a link is shown, which takes you to a report of all modifications for this field.
Where this field is used in your SAM:
Forms, Reports, Auto Actions, and Checklists Used On
Provides a link to each of the functions where the field is used throughout the system. Heavenly!! Each link will take you to the configuration screens for the Forms, Reports, Auto Actions, or Checklist the field is used on.
Disabling fields that are doesn't need is recommended. This will help keep SAM user friendly and make required data entry easier to locate. This function hides the field from all Forms, Reports, Checklists, and Auto Actions. You will need to remove the field from any templates it may be used on. This function retains historical data entry for the field.
Link to Due Date/Link as Due Date Field
Allows you to connect two date fields as the Due Date and Completed Date when used on a Checklist.
Enable Totals for Numeric Field
Display Totals, Averages and Min/Maximum calculations for fields on forms and reports.
This works on numeric based fields, such as Number, Currency, and Timeline.
Under Advanced Options > Special Options, check the "Show Totals" box to add this functionality.
Really Advanced Options
Delete Field Forever
Deletes the field from SAM and the data entry associated if it were ever entered. If you are unsure about taking this action, Disable the field instead.