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Required permission:
  • View data type
  • Create data type
Open Workflow › Data Type and click New. The New Data Type page opens with one field already in place, the Title. If your organization already has as many data types as its plan allows, New opens an Upgrade Plan dialog instead, for example You can only have 3 data types on the Free plan. Click Upgrade now to change the plan. Opening the New Data Type page’s address directly also returns you to the list with this dialog.
New Data Type page
  1. Name: the name of the data type, for example Store. Use letters, numbers, dashes and underscores only, no spaces.
  2. Limit by hub: on, each record belongs to one or more hubs and people see only the records of the hub they are working in. Off, the records are shared by every hub. This can only be set when you create the data type.
  3. Limit Data by User: on, each record can be limited to chosen users or teams, and only they see it. See Limit records by user.
  4. Add Field: add a field. A new field opens ready to fill in.
  5. Title: the field that identifies each record, such as a store code or a customer code. Every data type has exactly one Title. It is always first, and it is always required, unique, searchable and shown on the table, so you can’t change those settings or remove it (the lock shows why). Its label and description can be changed.
  6. Add combination: make a combination of fields unique together (see below).
  7. Cancel or Submit. When you submit, the data type is created and opens for editing.

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Set up a field

Each field is a row. Click the arrow on the right of a row to expand it.
An expanded field
This example edits the Customer data type.
  1. Name: the data type’s name.
  2. Limit by hub.
  3. Limit Data by User.
  4. Add Field.
  5. An expanded field:
    • Label: the field’s name, as people see it on the record form and the table.
    • Type: what kind of value it holds. See Field types.
    • Description: a hint shown next to the field when someone fills it in.
    • Rules, depending on the type: Default value, Minimum, Maximum, Decimal places, or the list of Options.
    • Required: the field must be filled in. A Multi option field has no Required switch; set Minimum choices instead.
    • Show on table: show the field as a column on the Data Source table. At most 5 fields can be shown, including the Title.
    • Searchable (Relation fields only): the Data Source search also matches the title of the linked record, so searching Toko Maju Jaya finds every store linked to that customer. At most 5 Relation fields can be searchable. Other fields don’t need it: the Data Source search already matches the value of every field.
    • Unique: no two records can have the same value in this field. For a Relation field, Unique is set in its relation settings instead, see Relation.
    A collapsed row shows a summary, for example Required · Show on table, or for a Relation field its target and relationship, such as Customer · Single. Drag a row by its handle to change the order of the fields. The bin removes a field.
  6. Add combination: in the Unique together box.
  7. Cancel and Save (shown when you edit a data type).
  8. Related records: shown beside Unique together once another data type links to this one. See Related records on the target.

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Unique together

Unique together stops two records from repeating the same combination of values. For example, a combination of Store Name and City lets two cities each have a store called Pasar Baru, but not two in the same city. Click Add combination and choose at least two fields. You can add several combinations, but the same combination can’t be listed twice. If a combination has fewer than two fields when you save, the message Each unique combination needs at least 2 fields. shows under that combination. The Title can’t be part of a combination, because it’s already unique on its own. A Relation field can be part of one. A Relation field links a record to a record of another data type, or to a user, hub, vehicle, role or task type. See Relation and Linked records.

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After you submit

The data type is ready to use right away: