Adding Data Fields

The process for adding new fields varies according to the type of the field you add. The following subsections provide details on how to add text, integer, floating point, date, and boolean data fields.

Adding a Text Data Field

Text fields provide users with type-in boxes which accept ISO Latin characters, or pop-up lists which consist of ISO Latin characters. While text fields take up more storage space than other field types, they present the only way to store readable strings. If you are adding a field which will hold only numeric data, you should use one of the numeric field types, instead of a text field.

To add a text data field:

1.	On the Administration view, click Database > Data Fields >New Field.

2.	In the Name field, type name of the data field.

Note: You’re limited to a maximum of 64 characters. No spaces or special characters within the field name are permitted.

3.	In the Description field, type a description.

4.	On the Field Type pop-up list, select Text.

5.	Optional - Select the check box Save into an XMP Packet to embed any changes made by users to the XMP metadata using an Adobe application (Acrobat, Illustrator, InDesign or Photoshop) or any other application that uses Adobe-compliant XMP packets.

6.	Optional - Type in a new value in the Maximum Length box. The default is 64. This value establishes the maximum number of characters a text field can contain. This value can not be edited later.

7.	Optional - Type in a new value in the Field Columns box. The default is 14. This value determines how many of the field’s characters are displayed at one time in the user’s browser.

Note: If the number is smaller than the Maximum Length value, text will disappear from view as the number of characters that the user enters exceeds the Field Columns value. The user can shift the cursor position to see any text temporarily hidden from view.

8.	Optional - Set the Facet option to group assets together.

9.

Optional - Set the Set local.js Variable to specify an alternate name displayed for the user rather than the actual XMP-compliant Data Field Name. The maximum name length is 128 characters. This option allows users to display browser local encoding without XMP constraints for spaces and special characters.

10.	Optional - Type in a value in the Field Rows box to specify how many rows of text is displayed in a row.

11.	Click Add.

12.	Click Save.

Note: Add and Edit - Is used to edit and add additional data field constrains. For more information see, To add a pop-up menu to a data field:.

Adding a pop-up menu to a data field

To add a pop-up menu to a data field:

1.	On the Database > Data Field > Edit Field view, select the name of the data field you want to edit in the Name field.

2.	In the Data Field Values table, click Use Custom Pop-up Values.

Note: If you’re converting what was once a type-in field to a pop-up list and you want to preserve the values that end users have previously entered in the field as choices in the pop-up list, click on the Add Current Values. The Pop-up Values list will show you what those values are. Use this feature in conjunction with a Field Type option (set under the Database, Permission Sets, Edit Permission Set as explained here Editing permission sets) to help users enter metadata in a consistent manner.

3.	In the New Value field, type a value to add to the pop-up menu and then click Add.

This value is displayed in the Pop-up values drop-down list.

4.	Repeat Step 3 to add additional values.

Tip:	Use Delete or Delete all to remove values from the Custom Pop-up Values list.

5.

Alternatively, Select Use Current Value to base the pop-up list on the current values assigned to a field from any file on the server. The list is drawn dynamically from the current values. Users with permission to add values will effectively be adding to the list; users without permission will see only pop-up values for the field.

6.	Click Save.

Adding an Integer Field

An integer is what we traditionally think of as a “counting number” or whole number. Integers can have negative value; but, you can’t express fractions or decimal values. Integers are limited in size to values between -2147483648 and +2147483647. If you need to express larger values or fractions, you should use a floating point field instead. See Adding a Floating Point Field for more information.

To add an integer data field:

1.	Select Click Database > Data field > New Field.

2.	Type the Name and Description.

Note: Both fields are limited to 64 character. Data field names cannot use special characters or spaces.

3.	On the Field Type pop-up list, select Integer.

4.	Optional - Select the Save into an XMP Packet to embed any changes made by users to the XMP metadata using an Adobe application (Acrobat, Illustrator, InDesign or Photoshop) or any other application that uses Adobe-compliant XMP packets.

5.	Optional - Set the Facet option to group assets together by facet type Value or Range.

• Select Value to display the number of assets found using a particular facet label.

• Select Range to display assigned ranges found for a search query.

6.	Optional - Set the Set local.js Variable to specify an alternate name to display for the data field name. This option allows users to display browser local encoding without XMP constraints for spaces and special characters.

7.	In the Integer Type drop-down menu, select one of the following options:

• SMALLINT (2 bytes)
Integers of type SMALLINT only take 2 bytes of storage. You can represent values between -32768 and +32767.

• TINYINT (1 byte)
Integers of type TINYINT take even less storage, for example., 1 byte each. You can represent values between -128 and +127.

• INT (4 bytes)
Integers of the type INT always consume 4 bytes of storage. The trade-off is that you can store values between -2147483686 (2 gig) and +214748647.

• BIGINT (8 bytes)
Integers of the type INT always consume 8 bytes of storage. The signed range is -9223372036854775808 to 9223372036854775807.

8.	In the Field Size field, type a value. This determines the size of the type-in box that end users see in their browsers. The default value is 14.

9.	Optional - Click the Facet check box to enable display facets in the Portal Filters tab and Pilot Refine Results tab.

10.	Click on the Add

11.	Click Save.

Note: Add and Edit - Is used to edit and add additional data field constrains. For more information see, To add a pop-up menu to a data field:.

Adding a Floating Point Field

Floating point, because of its flexibility, is the most common way of representing real numbers on computers. It stands in contrast to fixed point representation, where the degree of accuracy is limited to a given number of digits. Basically, floating point allows you to express real numbers that can be either very large, by virtue of the large number of digits before the decimal point or very precise, by virtue of the large number of digits after the decimal point. You can express values ranging from -1 x 10244 to -1 x 10-30, 0, 1 x 10-30 to 1 x 10244.

To add an Floating Point data field:

1.	Click Database > Data field > New Field.

2.	Type the Name and Description.

Note: Both fields are limited to 64 character. Data field names cannot use special characters or spaces.

3.	On the Field Type pop-up list, select Float.

4.	Optional - Select the Save into an XMP Packet to embed any changes made by users to the XMP metadata using an Adobe application (Acrobat, Illustrator, InDesign or Photoshop) or any other application that uses Adobe-compliant XMP packets.

5.	Optional - Set the Set local.js Variable to specify an alternate name to display for the data field name. This option allows users to display browser local encoding without XMP constraints for spaces and special characters.

6.	Optional - In the Total Digits field, type a value.

The Total Digits value sets the number of digits which includes the number of digits on both sides of the decimal point plus one for the decimal point itself and the another to allow for the possibility of a negative sign).This value must be an integer between 1 and 244.

7.	Optional - In the Field Size field, type a value.

8.	Optional - Set the Facet option to group assets together by facet type Value or Range.

• Select Value to display the number of assets found using a particular facet label.

• Select Range to display assigned ranges found for a search query. Specify the Bucket Size.

9.	In the Decimal Digits field, type a value. The Decimals value may be from 0 to 30; but, should not exceed two less than the Total value.

Note: When establishing the Total Digits and Decimal Digits values, each digit requires one byte of storage plus the additional two bytes mentioned above. If you have a growing number of entries in the database using floating point fields a significant amount of memory may be required.

10.	Click Add and then Save.

Note: Add and Edit - Is used to edit and add additional data field constrains. For more information see, To add a pop-up menu to a data field:.

Adding a Date Field

Date fields establish the calendar date and optionally, the time of an event.

To create a date field:

1.	Select Click Database > Data field > New Field.

2.	Type the Name and Description.

Note: Both fields are limited to 64 character. Data field names cannot use special characters or spaces.

3.	On the Field Type, click Date.

4.	Optional - Click Save into an XMP Packet embed any changes made by users to the XMP metadata using an Adobe application (Acrobat, Illustrator, InDesign or Photoshop) or any other application that uses Adobe-compliant XMP packets.

5.	Optional - Set the Set local.js Variable to specify an alternate name to display for the data field name. This option allows users to display browser local encoding without XMP constraints for spaces and special characters.

6.	On the Display Format pop-up list, select one of the following formats:

7.	Optional - Set the Facet option to group assets together.

8.	Click Add.

Note: Add and Edit - Is used to edit and add additional data field constrains. For more information see, To add a pop-up menu to a data field:.

To edit a date data field:

1.	Open the Database > Data Fields > Edit Fields.

2.	On the Name field, select the date data field to edit. The Data Fields Values options are displayed.

3.	Optional: In the Default Value options, select the Use Default Value check box and specify the default value.

4.	Optional: In the Default Value options, select the Set existing NULL values to default value. If the end user does not enter a date, the default date value is used.

5.	Optional: In the Popup Values options, select Use Custom Pop-up Values.

6.	In the New Value field, specify the new date value and click Add.

The entered value is displayed in the Popup Value field. To delete click Delete or Delete all.

7.	Repeat step 6 to add additional entries.

8.	Optional - Click Use Current Values.

9.	Click Save.

Adding a Boolean Field

A Boolean field is one that can have one of two possible values, for example, true/false.

To add a Boolean field:

1.	Select Click Database > Data field > New Field.

2.	Type the Name and Description.

Note: Both fields are limited to 64 character. Data field names cannot use special characters or spaces.

3.	On the Field Type, click Boolean.

4.	Optional - Click Save into an XMP Packet embed any changes made by users to the XMP metadata using an Adobe application (Acrobat, Illustrator, InDesign or Photoshop) or any other application that uses Adobe-compliant XMP packets.

5.	Optional - Set the Display Type.

• Checkbox

• True/False

• Yes//No

6.	Optional - Select the Facet check box to group the assets together.

7.	Optional - Set the Set local.js Variable to specify an alternate name to display for the data field name. This option allows users to display browser local encoding without XMP constraints for spaces and special characters.

8.	Click Add.