People Goal 1 - Part 6: Add your main data fields

Document created by Kedar on Jan 26, 2015Last modified by communitymanager on May 12, 2015
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You’ve just created your main table, but it doesn’t have any fields in it yet. This section will guide you through the process of adding those fields.


Adding Three Text Fields

Since this is a table about people, we’re going to assume that you need three text fields: a prefix field (for honorifics such as "Mr.", "Ms.", etc.), the person’s first name, and the person's last name. We’ll give step-by-step instructions for adding them.

We strongly recommend creating First Name and Last Name fields rather than a single Full Name field. This provides more precision and flexibility for searches, merge correspondence, and future automation. But if you have existing data that treats the name as a single field, go ahead and create a Full Name field instead.


Adding A Primary Key

Next you’ll add a primary key field that will allow you to connect your tables later on. You encountered this concept in the Learn phase when you learned about relationships.

 

A primary key uniquely identifies every record in your table. You should include one in every table that you create. It is used for establishing relationships and also helps you to identify specific records when you are troubleshooting issues.

 

In this case, you will set this field up as an auto-enter calculation. Whenever you create a new record, this field will be auto-populated with a number value that is automatically increased by 1. That way each record receives a unique sequential number as its ID.

 

A good convention is to name this field according to the table name:  “[TableName] ID”.  That is, if you named your table “Donors”, you’d name the field “Donor ID”. For the scenario, the field is called “Contact ID”.


Note that if you have existing data in spreadsheets or from another system, you may already have a unique ID field for your main table. This is different from the ID you are creating here, though you will want to add your field to the list of data points.


Adding Fields From Your List

Finally, you'll continue adding fields on your own, one for each of the data points in your main list.

 

 

Goal:

 

Add all the data points needed for your main table.

 

 

Steps:

 

Adding Three Text Fields


Let’s start by adding the prefix, first name, and last name fields.

  1. Make sure that you have the Manage Database… dialog open with the Fields tab selected.

  2. Make sure you are looking at your main table.

  3. Enter Prefix in the Field Name box.

  4. Make sure that the Type option is set to "Text".

  5. Click the Create button.

    Your new field will appear in the list.

  6. Repeat steps 3 to 5 to create First Name and Last Name fields as well (or just a Full Name field if your existing data requires this).



Adding The Primary Key

Now let’s add your primary key ID field as an auto-enter serial number.

  1. Select the Fields tab at the top of the window.
    pasted-image-4.png

  2. Enter your version of [TableName] ID in the Field Name box.

    For the scenario, the field will be called “Contact ID”.

  3. Change the Type drop down to “Number”.
    pasted-image-5.png

  4. Click the Create button.

  5. Click the Options button.

    An Options for Field… dialog will appear. 
    Untitled 3.png

  6. Select the Auto-Enter tab.

  7. Select the Serial number checkbox. The serial number options will become available. The default settings are fine. 

  8. Click the OK button to save your changes.


Add Your Main Table Fields

Finally, let’s add each data point in your main list.

  1. Create a field in your main (people) table.

  2. Enter the Field Name based on your list.

  3. Select the Field Type based on your list.

  4. Click the Create button.


      

      

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