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Data fields are used to capture information in PPO. Different types of data fields allow for the capturing of different types of information, for example; dates, numbers, text, drop-down values, currencies and so on.
PPO has a standard list of data fields that provide structure to the PPO instance, but it also allows clients to specify their own data fields for capturing additional information.
Data fields can be maintained by the client‘s PPO Administrator. The PPO Administrator will require access to Data Fields under the Administration Menu in order to maintain data fields.
For more information about setting up user group access rights, read the following knowledge base article.
To access the field list page, hover over the Administration Menu and select Data Fields.
The Data Field List page will open allowing you to use the filter control to select the entity you would like to focus on. As the entity is selected the page will refresh showing the fields set up and available on that entity.
An important column to note is the Name column. This column shows the PPO Key of the data field. The key is a unique identifier, which helps PPO to keep track of the data field. Because data fields can be renamed, PPO requires this key (Name) in order to differentiate fields from each other.
The PPO Name is also used when referring to data fields in support calls, when requesting custom development of reports and when specifying a formula for a calculated field.
The order in which data fields appear on an entity can be defined quickly by clicking on the Fields Sort Order button.
The Data Field Sort Order page will open. Specify the new sort order by moving the items from the box on the left to the box on the right. The box on the right represents the new sort order.
Once the sort order is defined in the box on the right, click on the Submit button at the bottom of the page. The data fields will automatically be updated with the new sort order.
To add a new data field, access the Data Field List page, for a specific entity, and select one of the Unused Fields which has a blank Caption at the bottom of the page and the In Use column is marked as No.
- To edit an existing data field, access the Data Field List page and select the entity on which you want to edit a field.
- Select the applicable field from the list and edit the necessary information, after which you then need to click on the Submit button at the bottom of the page.
- When viewing a Custom List type data field, you also have the ability to drill into the specific Custom List by clicking on the "View" hyperlink as shown below:
Data fields in PPO cannot be deleted. A set number of data fields are available for each entity and these can either be used or taken out of use as required (see the In Use field setting as explained above).
PPO differentiates between standard data fields and non-standard data fields. Standard data fields provide structure to the PPO instance as well as its reports and dashboards and are set up when an instance is created. These data fields cannot be taken out of use and their field types cannot be changed as they perform a core function in PPO.
Non-standard fields (fields that have a blank Caption and the In Use value is No) can be taken out of use when no longer required and provided that the field is not referenced in any reports and dashboards or business rules. Please keep in mind that if a field is taken out of use, all data stored in that field will be lost.