Document #375, User Defined Fields and Views
User defined fields allow for customization of your standard GoldMine® database. User defined fields reside under the Fields tab on the main record window. They cannot be placed within the upper half of the record window, however. Because you may require many types of fields for different uses, Screen Views allow placement of fields under specific “views”. A good example would be a company requiring a specific set of fields for their Technical Support department, but a different set for their Sales Department. In this situation, they would have a Screen View for the Technical department, as well as one for the Sales Department. Each field view would contain the fields required by each department. Security also allows for limiting the views accessible for an individual user. Keep in mind that Screen Views are globally accessible, while Fields themselves are specific to your current contact file.
Application
It is important to understand the relationship between Fields and the Screen Views in which they reside. Think of a Screen View as a blank sheet of paper. You may now place Fields in the specific locations you wish, within the Screen View. The Screen View is simply an arrangement, or layout, of Fields you have created.
Three easy steps to success
If you follow these three easy steps, you will gain a fundamental understanding of how fields and views interact, and how you can use them successfully to customize your GoldMine database to your needs.
Step one - Create ALL of your custom fields first. If you will use the field, create it ahead of time.
Step two - Create your required Screen Views, give yourself blank views to start with.
Step three - Insert your fields into your Screen Views, arrange them to suit your needs.
These steps will illustrate the most efficient way to customize your database to your needs.
You will now proceed to set up an example set of fields, set up an example field view, and insert 3 fields into this view.
Step 1 - Creating user defined fields
Please consult the documentation provided with GoldMine for information specific to version you are using to create the fields. This information is also available in the Online Help files accessible through the Help menu in GoldMine.
Step 2 - Creating field views
1. Now select the Fields tab from the list of tabs along the bottom half of your record window. Move your mouse pointer below the tabs and right click. This will bring up a local menu from which you can choose the options shown below. Take note of the options available from this menu, as you will be using these in the future.
2. Now select Screens Setup, to open the Custom Screens object.
3. Select the New button. You will now set up the example screen view, as show.
4. For the Screen Name, type Example View. This is the name for the example field view you are creating. Typically User Access will remain as public, unless you wish to restrict access of this field view by user or user groups. The checkbox specifying that this view is available in the current contact file is used to make this view available in this database. Typically this also will remain checked. When you are finished, press OK.
5. You have just created a new blank field view, a place to display the 3 new user-defined fields you created. When you are ready, select the Close button. You will now return to the main GoldMine screen. Be sure the Fields tab is still selected.
1. Move your mouse pointer below the tabs and right click. This will bring up a local menu. Choose the field view you just created, Example View. You should now have a blank area below the tabs.
2. Right click again, select the New Field option. You are now inserting a user-defined field into this field view.
3. Select the Field and you may now drag the highlighted box into the desired position on the screen. To drag, click on the box and continue to hold the left mouse button until you have moved it to the correct position. When you release the mouse button, the field will remain in the location in which you dropped it. The field box will turn red if this is an invalid position. When the field is in a valid position it will be white in color. Double-click it to bring up the field properties dialog box.
4. For the Global Label you will specify Character. This is the name GoldMine will use to refer to this field globally throughout the program. For the Local Label you will specify Character Type. This is label you will see displayed locally when accessing this field.
5. The reason you are labeling this field as Character is because you are now inserting the character-type of user-defined field you created. For the Label Size specify 14. This allows enough room to display the Local Label, which is 14 characters long. Next click the Fields button.
6. You will be prompted to pick a specific field from the list. Highlight the Character Type field you created then select Close. The Field Data information area should now show the correct user-defined field. When you are ready, press OK.
7. The field you have selected will show in the field view where you have placed it. At this point, you may now utilize this field to store character information. If at any time you wish to modify the properties of this field, you can move the mouse pointer over the field label, hold down the CTRL key on your keyboard and while holding CTRL key double click on the field label. When you are ready to continue, you will add the remaining two fields into this view.
8. Right click below the tabs, select the New Field option. You are now inserting another user-defined field into this field view.
9. You may now drag the highlighted box into its correct position on the screen. To drag, click on the box and continue to hold the left mouse button until you have moved it to the correct position. When you release the mouse button, the field will remain in the location in which you dropped it. The field box will turn red if this is an invalid position. When the field is in a valid position, double click to bring up the field properties dialog box.
10. For the Global Label you will specify Numeric. This is the name GoldMine will use to refer to this field globally throughout the program. For the Local Label you will not specify anything, because numeric fields cannot have a local label. The reason you are labeling this field as Numeric is because you are now inserting the numeric-type of user-defined field you created. For the Label Size specify 12. This allows enough room to display the Local Label, which is 12 characters long. Next click the Fields button.
11. You will be prompted to pick a specific field from the list. Highlight the Numeric Type field you created then select Close. The Field Data information area should now show the correct user-defined field. When you are ready, press OK.
12. The field you have selected will show in the field view where you have placed it. At this point, you may now utilize this field to store numeric information. If at any time you wish to modify the properties of this field, you can move the mouse pointer over the field label, hold down the CTRL key on your keyboard and while holding CTRL key double click on the field label. When you are ready to continue, you will add the remaining field into this view.
13. Right click below the tabs, select the New Field option. You are now inserting another user-defined field into this field view.
14. You may now drag the highlighted box into its correct position on the screen. To drag, click on the box and continue to hold the left mouse button until you have moved it to the correct position. When you release the mouse button, the field will remain in the location in which you dropped it. The field box will turn red if this is an invalid position. When the field is in a valid position, double click to bring up the field properties dialog box.
15. For the Global Label you will specify Date. This is the name GoldMine will use to refer to this field globally throughout the program. For the Local Label you will not specify anything, because date fields cannot have a local label. The reason you are labeling this field as Date is because you are now inserting the date-type of user-defined field you created. For the Label Size specify 9. This allows enough room to display the Local Label, which is 9 characters long. Next click the Fields button.
16. You will be prompted to pick a specific field from the list. Highlight the Date Type field you created then select Close. The Field Data information area should now show the correct user-defined field. When you are ready, press OK.
17. The field you have selected will show in the field view where you have placed it. At this point, you may now utilize this field to store calendar date information. If at any time you wish to modify the properties of this field, you can move the mouse pointer over the field label, hold down the CTRL key on your keyboard and while holding CTRL key double click on the field label. This type of field, a date field, allows for a quick pop-up option, which can be accessed by pressing F2 or right clicking the mouse while in the data entry box.
Of course, the fields you have inserted will show in the positions you have selected, rather than exactly as shown above. If you experiment with entering data into these fields you will notice how the 3 different types of user-defined fields behave, and how they can be used to customize your database. Following along with the steps outlined in this document should have given you a basic understanding of how fields and field views are designed to work. It should also aid you in utilizing the capabilities GoldMine offers.
Feel free to experiment with fields and field views in a test database, before implementing them into your working database. Doing so will ensure a solid understanding of how fields and field views function when you are ready to implement them.
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