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Data Field Types

This article covers the following data field types:

Consecutive Number

The consecutive number field type, awards a consecutive number to each record that is added. The field cannot be edited by the user as it is generated automatically by PPO.

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The consecutive number field shows an additional option when added, i.e. to apply the numbering globally or not.

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If the numbering is applied globally, the numbers will be awarded consecutively even if the records don't belong to the same project. In the example below, the Issue ID is numbered sequentially, even though the issues belong to different projects.

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If the numbering is not applied globally, the numbers will be awarded consecutively only within the project. Each project will therefore have its own number 1; number 2; number 3 and so on. In the example below, the Benefit Number is a consecutive number field that is not being applied globally, therefore each project is numbered independently.

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The consecutive numbering field will only be applicable for newly added fields and will not be done in retrospect for records that already exist before the field was added.

Currency Field

A currency field is designed to show cost.

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The currency of an instance can be changed by accessing the Administration menu item and the clicking on the System Configuration icon. The setting for the currency symbol is under the "Other Settings" category. Once the currency symbol is changed, it will also reflect on all applicable reports and dashboards. If the currency field is left blank, it will also reflect blank on all applicable reports and dashboards.

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Custom List

custom list type field allows users to select a value out of a pre-defined list. Custom lists can be set up and maintained by the PPO Administrator. For more details on custom lists and how to maintain them, please access the following knowledge base article.

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When the custom list field type is selected, a second field will open asking you to select the custom list that needs to be used.

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Two additional fields will also open. These fields ask for a dependency and a parent field for the dependency. Dependencies are relationships that can be set up between two or more custom list type fields. These allow the values in one list to be dependent on what is selected in another list.

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For more information on setting up dependencies, please access the following knowledge base article.

Date Field

Date fields allow dates to be captured. These fields are typically used to capture start and end dates, follow up dates and created dates.

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The calendar control function shows today in orange and public holidays in red. For more information on loading public holidays, please access the following knowledge base article.

Decimal Field

Decimal data fields are used to capture decimal numbers.

E-Mail Address

An e-mail address field is used to specify e-mail addresses. An example is on the employee entity, where the employee's e-mail address is requested. 

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This type of data field automatically checks the validity of the e-mail address specified by the user, and if the e-mail address is not valid the below message will be displayed.

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Employee List

This type of field allows you to select an employee from a list. It is typically used to indicate responsibility, in other words, to assign an employee to a specific role or responsibility.

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The employee list is automatically compiled from all the employees on the employee entity. If a resource is added as an employee, they will automatically appear on the employee list.

The ability to apply a filter to the employee list is available as an additional option when adding an employee list type field.

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This allows the administrator to define which employees should be available from the employee list by making use of a shared filter. For more information on setting up shared filters, access the following knowledge base article.

Free Text

A Free Text field is a multi-line text box which is typically used for narratives, descriptions, comments and feedback. Examples of standard Free Text fields include “Project Description” on projects and “Issue Action / Response” on issues. A free text field type allows users to enter up to 1024 characters. The screenshot below shows an example of a Free Text field.

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A Free Text field can be set so that it is automatically cleared during subsequent updates by checking the “Auto Clear” check box. The reasons for why you would want to do this are detailed in this FAQ. If you do not require this functionality, you can simply uncheck the box.

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Integer Field

Integer fields are used to capture whole numbers. Examples of integer fields are Age and Number of days overdue.

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Percentage Field

A percentage field is used to capture percentage values. Examples of a percentage field would include Planned Progress Percentage, Actual Progress Percentage and Variance Percentage.

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Programme List

A programme list is a catalogue of all the programmes registered in the Programmes entity. The programme list field can be used on the Projects entity in order to assign projects to their respective programmes.

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The programme list is automatically compiled from all the programmes on the programmes entity. If a programme is added, it will automatically appear on the programme list.

The ability to apply a filter to the programme list is available as an additional option when adding a programme list type field.

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This allows the administrator to define which programmes should be available from the programme list by making use of a shared filter. For more information on setting up shared filters, access the following knowledge base article.

For detailed information on how to use the Programmes entity, access the following knowledge base article.

Project List

A project list shows all the projects loaded on PPO. This allows users to link a Task, Risk, Issue or even a project to another project. Examples of project list type fields include the project field on the list pages of all project related entities (such as Tasks, Issues, Risks, Benefits, Lessons and so on) and the parent project field on the Projects entity.

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The project list is automatically compiled from all the projects on the projects entity. If a project is added, it will automatically appear on the project list.

The ability to apply a filter to the project list is available as an additional option when adding a project list type field.

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This allows the administrator to define which projects should be available from the project list by making use of a shared filter. For more information on setting up shared filters, access the following knowledge base article.

RAG Indicator

RAG indicator fields can be used to indicate the health of a project or an item. It allows the user a choice between a RedAmber or Green indicator. The RAG indicator is typically used on the Health Indicators entity and on the Project Health field.

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Text

This allows for the capturing of normal text.

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When selecting the field type “Text”, the user will be asked to specify a length for the field. This type of text field can be set to a maximum length of 50 characters.

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URL

The URL type data field is used to capture web page addresses (URLs). The user will be required to add the URL when on the add or edit screen.

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After the URL has been specified, a direct link to the URL will be available from the view page.

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Yes/No

A Yes / No field is also known as a check box. It only has two options: Yes and No.

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Please note that if a data field’s type is changed, all data stored in that field, up to that point, will be lost.

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