Fields Module

The fields module allows a user to manage all data fields within the database. System fields are excluded as those fields cannot be modified. From this module administrative users are able to import and export, edit

Saving fields

Fields can be saved into a text file to be exported into another Progeny database.

1. Click the Save List button.
2. You will then have 4 options to choose from, 3 depending on whether you have any fields selected.
   • Save Selected Fields – Saves only the fields you have selected. Multiple fields can be selected using the CTRL or SHIFT buttons on the keyboard.
   • Save All Individual Data Fields  – Saves all individual level fields in the database.
   • Save All Pedigree Data Fields – Saves all pedigree level fields in the database.
   • Save All Fields – Saves all fields in the database.
3. After you select your option, you will then be prompted where to save the file.

Loading fields

Fields can be imported from another Progeny database is they were first exported from the fields module in that database. This only works if the file is a text file.

1. Click the Load List button.
2. Then select the file that contains the fields. This will then load the fields into the database in the same folder path where it existed in the previous database.

Creating New Fields

To create new fields, click the New Field button.

This will bring up the Add New Field window where you can specify the settings and information for the new field that you are adding.

• Field Name
• Type of Field
  • Text – holds data with any characters
  • Date – holds data in a date format
  • Number – holds numbers
  • Yes/No –  data in the form of a checkbox with yes = checked and no = unchecked
  • Drop-down – data in the form of a list of items
  • Image – data in the form of an image file
  • Lookup Table –  data in the form of a list of items which can include multiple columns of items
  • Table – data in the form of a table where multiple data rows can be added
  • Computed –  data in the form of computation using SQL
  • Table Summary – data in the form of summarizing fields
  • Hyperlink – data in the form of a internet hyperlink
• Default value – the default data value for the field
  • For Yes/No fields, the options are N or Y.
• Description – a description of the field
• Required Field – when enabled, the field requires data to be entered before being able to save data for the individual/pedigree or move forward in a questionnaire
• Must Confirm Data Entry – when enabled, you will be prompted to verify the data in the field before being able to save data for the individual/pedigree or moving forward in a questionnaire
• Unique Value – requires the field to have unique data within the database among individuals/pedigrees
• Specific Mask – Defines how you must enter data into the field to maintain consistency and to make your database easier to manage. For example, with the underscore character (_) representing a single character, an input mask of (___)___-____ would require a phone number in this format: (574)968-0822
• Maximum Number of Characters – the maximum number of characters that you can enter in a field.
• Within Specific Range (Date and Number fields only) – the specific set of ranges that the field data must be within.

Text Fields

A text field is for alphanumeric data (all digits and printable characters). You can enter up to a maximum of 32,000 characters in a text field. A text field is the most generic and least restrictive of all the available field types.

Date Fields

A date field contains a calendar. You can use the calendar to enter a date or you can simply enter the date in the field. Dates are displayed in a date field based on the
regional settings for the client.

Number Fields

You can enter only the digits 0 through 9 in a number field. Decimals and negative numbers are allowed; however, no other characters, either alphabetic or special (such as dashes or commas) are allowed. If you want to sort data based on numeric values, then you must use a numeric field. You cannot sort based on numeric values if the data is
entered in a text field.

Yes/No Fields

A Yes/No field is a checkbox field that holds a value of either 1 (to indicate Yes) or 0 (to indicate No). Progeny always stores a value in a database for a checkbox field whether the field is checked. If the field is checked, Progeny stores a value of “1” in the database. If the field is not checked, Progeny stores a value of “0” in the database.

Drop Down Fields

A drop-down field displays a pre-defined list of items from which you can select. To open the list, simply click in the field. You can scroll through the list and select one item at a time. The items are mutually exclusive. For example, you might create a drop-down field named “Race,” and the available items are African American, American Indian, Asian,
and so on. When you are adding/editing a drop-down field, the order in which you enter the items on the Add Drop Down Values section is the order in which the items are displayed in the drop-down list. If you are selecting from a lengthy
drop-down list on a datasheet, you can enter the first few letters of the name of the item that you want to select, and the list is dynamically updated with the items that meet your search criteria.

• Add Rows – adds a new row at the bottom of the drop-down list
• Ins Row – inserts a new row at the row that is currently selected
• Del Row – deletes the selected row
• Load List – load a list of drop-down items from a text file
• Save List – saves the current drop-down items into a text file

Image Fields

An image field can display an image file in one of the following formats—.bmp, .gif, .png, .tiff, and .jpg/.jpeg. When you click on an image field, you are prompted to browse to the the location of the image file that you want to display. You then scroll to the appropriate image file and select it. After you select the image file, the image is displayed in the Image field.

Lookup Table Fields

A lookup table field is a field similar to a drop-down field but with the ability of having multiple columns. It contains a drop-down list of fields that are related in some way. Each row within the drop-down contains a predefined “lookup” value which refers to a set of data fields that can be updated to remain current. For example, you might create a lookup table called Referring Physician that would allow a user to simply select a physician’s name from the list, thereby associating all the physician’s current contact information such as the physician’s phone number, the physician’s email, institution, and ID.

There will be an Edit Table button where you can edit the structure of the Lookup Table by selecting which fields should be in the table.

Table Fields

A table field allows you to enter multiple values for the same set of data fields. For example, you might add a table called Visit Information that would allow a user to enter Visit Date field (a date field), the Visit Type field (a text field), and the Visit Purpose field (a drop-down field).

There will be an Edit Table button where you can edit the structure of the Table by selecting which fields should be in the table.

Computed Fields

You cannot enter data into a computed field. Instead, a computed field contains an expression that yields a value that is automatically calculated each time the window that contains the field is opened. For example, a computed field for Current Age is defined as the difference in years between the date that is in the Current Date field and the date
that is in the Date of Birth field.

Table Summary Fields

Like a summary field, a table summary field is a computed field that summarizes a given column of a table. For example, you might create a table called Visit Information with a field in it called Visit Date and you want to see what the most recent visit date is for a specific patient. You can create a table summary field called Most Recent Visit Date
that displays the most recent visit date for a patient that has five distinct visit date entries in the Visit Record table.

Hyperlink Fields

A hyperlink field contains a hyperlink to an external file, program, or website. Simply click on the link in the field to open the file, program, or website. For example, a hyperlink field named Email could contain an individual’s email address. When you click on the email address in the field, an untitled email addressed to the individual opens in the available email client such as Microsoft Outlook. Hyperlink fields can also be used to load and view documents.

Fields Action Menu

The main Fields Module has an action menu next to each field that is displayed.

• Edit Field – Allows you to edit the field settings,
• Rename Fields – Allows you to rename the field.
• Copy Field – Copies a field to the specified folder.
• Move Field – Moves a field from one folder to another.
• Delete Field – Deletes a field from the database.
• Edit Field Security – Edits the security for the fields where you can specify which classes of users have Read and/or Write access to the field in the database.
• Save – Save fields in a text format that can be imported in another Progeny database.
  • Save Selected Fields – Saves only the fields you have selected. Multiple fields can be selected using the CTRL or SHIFT buttons on the keyboard.
  • Save All Individual Data Fields  – Saves all individual level fields in the database.
  • Save All Pedigree Data Fields – Saves all pedigree level fields in the database.
  • Save All Fields – Saves all fields in the database.
• Load – Loads fields from a text file that was imported from another Progeny database.

Folder Action Menu

• New Folder – Creates a new field folder with the name and security settings that are specified.
  • Folder Name – The name for the field folder.
  • Override Field Level Security – Overrides the individual field security level for fields in the folder with the folder level security.
• Edit Folder Security
  • Read D Folder? – The permission to read the folder and see the fields to modify.
  • Add Field? – The permission to add fields to the folder.
  • Del Field? – The permission to delete fields in the folder.
  • Modify Field? – The permission to be able to edit a field.
  • Field Read? – Only applies when Override Field Level Security is checked. The permission to allow users to read the data in that field on datasheets and spreadsheets.
  • Field Write? – Only applies when Override Field Level Security is checked. The permission to allow users to modify the data in that field on datasheets and spreadsheets.
• Move Folder – Moved the folder to another folder.
• Rename Folder – Renames the folder.
• Delete Folder – Deletes the folder.