Latest revision as of 14:18, 9 May 2024

Introduction to Extension Databases

Extension Databases provide a way for you to add fields, or sets of fields, to the system. They can be used to capture any information which is not catered for in the standard setup.

The Extension Database Setup page lists the Extension Databases that are already set up on your system (if there are any). You can amend existing Extension Databases and create new ones.

To create a new Extension Database click "New Extension Database" or click on the name of an existing Extension Database to edit it. Its important you understand the different locations available for an Extension Database. The below webinar explains this.

Extension Database Settings

On an existing Extension Database or when saving the Extension Database settings for a new one a navigation bar will appear at the top of the section:

This allows you to move between the following sections of the setup:

The name of the Extension Database is underlined - This is the general details of where the extension data base will appear and which security groups can access it.
All Sections - Sections are used to group questions together to make data entry easier and more logical.
New Field - allows you to add new fields

To create a new Extension Database, click on New Extension Database

Extension Database Name- This is name of the Extension Database and will also be the button label that appears for the user.
Description - This is information about the Extension Database which can only be viewed on this page
One record or multiple records for this entry?
- One Record - This displays a single set of fields, if the data is changed the previous entry will be simply over written. This would be used for questions like 'Do you drive?', if circumstances changed you would simply change the answer to the question.
- One or More Records - This is used if multiple sets of data is required. As an example you could have an extension database to record donations given, as you may get more than one donation from the some person.
Linked to which main type of record?:
- Organisations and People - This will be able to be displayed on a record tab or at the footer of the record.
- Referrals - This allows the Extension Database to be displayed on the history tab, referral edit screen or appear when recording a contact. See Project Setup for further details.
- Clubs and Clinics - This will appear on the footer of a Club, Clinic or Group details page, for those specified.
- Clubs and Clinics Meetings - This will appear on the individual occurrence of the Club, Clinic or Group on the incomplete/complete meeting tabs and when a meeting is completed via the wizard or complete button.
Show Fields on Section - This option appears when the linked to option is set to 'Organisations and People'Specify weather the Extension Database is to be displayed on the required section Additional sections can be setup, see Customise Orgs & People for details.
Available to users in these groups - Select which Groups of users can access the Extension Database.
Maximum number of column Headers to be viewable when selecting from multiple records? - When selecting 'One or More' you can specify the number of columns displayed for the Extension Database.
Active? - When set to 'Yes' the Extension Database will be dis[played and can be reported on.

Once the above options have been completed you can then select one of the following save buttons:

Save and edit Sections - Saves any changes and moves to the page to create sections, if required.
Save and edit Fields - Saves any changes and moves to the page to create the fields to record the data.

Extension Database Sections

Section Headings will be displayed if you add an Extension Database to display One or More. They won't appear if you have just added fields to an existing section such as the Personal Details page. The following webinar gives an example of how section headings can be used for things like assessments.

Sections allow you to break up fields into logical sections. Example:

Section 1: Assessment one
Date:
Range of questions

Section 2: Assessment two
Date:
Range of questions

To create a new section click on the lick 'Create a new Extension Database Section...'. Type the required label for the section and click go to create it.

The section will be created and added to the list of existing sections (if any).

To edit an existing section click on the sections name. From here you can specify if the heading;

Displays as a title, the name.
Displays as just a dividing line.
Displays as a blank line.

To delete a section click the Bin Icon .

Reordering Sections

Click on the 'Enable Reorder' button to Enable reordering, from here you can drag and drop the sections to the required position, or use the A-Z or Z-A option. Once complete you can then click 'Disable Reorder'.

Extension Database Fields

An Extension Data base can contain a series of different field types. After you have completed the field options click 'Save Details' to create the field. As you click New Field, you will notice the field type is divided into categories as seen below.

The following webinar explains the different types of fields available.

Date and Time

Here you can add both date fields and Time fields

Date

Allows entry of a date, useful when reporting on certain periods.

Field Label - This is the name/question that is displayed to the user.
Description - This is displayed as help text via a question mark icon . This is note displayed when the fields are displayed on a tab.
Field Type - Option to select which of these field types you wish to use. Once a field has been created the field type cannot be changed. Set to 'Date'.
Include in Reports - allows you to report on data entered
Section - If you are using sections you can specify which section this option appears in.
Allow API access? - Used for API connections if your system links to a third party system. When set to yes you can then specify the API name to be used.
Link to Spreadsheet - If the extension database is using excel to produce calculations and the field is as part of the calculations, specify the spreadsheet template that field is used to input in to. See Spreadsheet Calculations Result for further details.
Spreadsheet cell - Specify the cell in the spreadsheet that the field feeds into.
Default Date Value - You can populate the field with the date the record is entered or left empty.
Field Entry Requirement
- Not Required - No Rules - The field will be displayed but can be left blank.
- Warning - Warn if not filled in - The field will be displayed with a yellow background (not when set as radio buttons) and a pop up will be displayed if left blank when saving.
Access Key - Specify a shortcut key so the user can jump directly to this field when entering data. Please note that different operating systems and browser also use shortcut keys, this will override this option.
Display Order - The order that this field will be displayed on the page or section.
Active - When set to 'Yes' this field will be displayed to the user.

Time

Allows entry of a time.

Field Label - This is the name/question that is displayed to the user.
Description - This is displayed as help text via a question mark icon . This is note displayed when the fields are displayed on a tab.
Field Type - Option to select which of these field types you wish to use. Once a field has been created the field type cannot be changed. Set to 'Date'.
Include in Reports - allows you to report on data entered
Section - If you are using sections you can specify which section this option appears in.
Allow API access? - Used for API connections if your system links to a third party system. When set to yes you can then specify the API name to be used.
Link to Spreadsheet - If the extension database is using excel to produce calculations and the field is as part of the calculations, specify the spreadsheet template that field is used to input in to. See Spreadsheet Calculations Result for further details.
Default Time Value - allows you to specify a default value which will displayed when the extension database is created.
Field Entry Requirement
- Not Required - No Rules - The field will be displayed but can be left blank.
Access Key - Specify a shortcut key so the user can jump directly to this field when entering data. Please note that different operating systems and browser also use shortcut keys, this will override this option.
Display Order - The order that this field will be displayed on the page or section.
Active - When set to 'Yes' this field will be displayed to the user.

Lists

Drop-Down

This will display a dropdown list that the user can select one option from.

Field Label - This is the name/question that is displayed to the user.
Description - This is displayed as help text via a question mark icon . This is note displayed when the fields are displayed on a tab.
Field Type - Option to select which of these field types you wish to use. Once a field has been created the field type cannot be changed. Set to 'Drop down'.
Include in Reports - allows you to report on data entered
Section - If you are using sections you can specify which section this option appears in.
Allow API access? - Used for API connections if your system links to a third party system. When set to yes you can then specify the API name to be used.
Link to Spreadsheet - If the extension database is using excel to produce calculations and the field is as part of the calculations, specify the spreadsheet template that field is used to input in to. See Spreadsheet Calculations Result for further details.
Spreadsheet cell - Specify the cell in the spreadsheet that the field feeds into.
Option Details - This is the items that will appear in the drop down list.
- Default - When ticked this option will automatically be selected when entering a new record. It is worth considering if you want this value saved if the extension database is not manually changed before saving a client record.
- Option Text - This is the name displayed in the dropdown list.
Filter By Field - This allows the dropdown list to be filtered by another drop down list (does not work with radio buttons). The options that have been selected on a previous question can filter what options can be selected on this question. From the list select the dropdown list that is to be used to filter this question.
Inactive Option Display
- Do not display inactive options - Options that have been set as inactive will not be displayed in the dropdown list.
- Display inactive options as not selectable - This will display inactive options, which cannot be selected by the user.
Field Entry Requirement
- Not Required - No Rules - The field will be displayed but can be left blank.
- Warning - Warn if not filled in - The field will be displayed with a yellow background (not when set as radio buttons) and a pop up will be displayed if left blank when saving.
Access Key - Specify a shortcut key so the user can jump directly to this field when entering data. Please note that different operating systems and browser also use shortcut keys, this will override this option.
Display Order - The order that this field will be displayed on the page or section.
Active - When set to 'Yes' this field will be displayed to the user.

Radio Button

As "Drop down lists", but options will be displayed as clickable buttons. Only one button can be selected at a time.

You can choose whether the buttons display "On one row" (side by side), or "Multi Rows/Stacked" (one above the other).

Field Label - This is the name/question that is displayed to the user.
Description - This is displayed as help text via a question mark icon . This is note displayed when the fields are displayed on a tab.
Field Type - Option to select which of these field types you wish to use. Once a field has been created the field type cannot be changed. Set to 'Radio Button'.
Include in Reports - allows you to report on data entered
Section - If you are using sections you can specify which section this option appears in.
Allow API access? - Used for API connections if your system links to a third party system. When set to yes you can then specify the API name to be used.
Link to Spreadsheet - If the extension database is using excel to produce calculations and the field is as part of the calculations, specify the spreadsheet template that field is used to input in to. See Spreadsheet Calculations Result for further details.
Spreadsheet cell - Specify the cell in the spreadsheet that the field feeds into.
- Option Text - This is the name displayed in the dropdown list.
Option Details - This is the items that will appear in the drop down list.
- Default - When ticked this option will automatically be selected when entering a new record.
- Display Order - The order the option will be displayed in the dropdown list.
- Selection list for the filter - Select which answers of the previously selected question that the current option is available to be selected. If you are using the filter and nothing is selected then the option cannot be selected. If the option is to be available to all then all answers to the previous question must be selected.
- Active - If set to yes then this option can be selected from the drop down list.
- Plus Icon - Creates a new line for the next option.
Radio Button Display - Select the required display option.
Filter By Field - This allows the dropdown list to be filtered by another radio button field (does not work with dropdown lists). The options that have been selected on a previous question can filter what options can be selected on this question. From the list select the radio button field that is to be used to filter this question.
- On one row - Ideal for less options and is displayed across the screen.
- Multi rows/Stacked - Ideal for options with a long names or larger quantity of options.
Inactive Option Display
- Do not display inactive options - Options that have been set as inactive will not be displayed in the dropdown list.
- Display inactive options as not selectable - This will display inactive options, which cannot be selected by the user.
Field Entry Requirement
- Not Required - No Rules - The field will be displayed but can be left blank.
- Warning - Warn if not filled in - The field will be displayed with a yellow background (not when set as radio buttons) and a pop up will be displayed if left blank when saving.
Shortcut Key - Specify a shortcut key so the user can jump directly to this field when entering data. Please note that different operating systems and browser also use shortcut keys, this will override this option.
Display Order - The order that this field will be displayed on the page or section.
Active - When set to 'Yes' this field will be displayed to the user.

Organisations or People List

This field displays a look up list of Organisations and People on the system.

Field Label - This is the name/question that is displayed to the user.
Description - This is displayed as help text via a question mark icon . This is note displayed when the fields are displayed on a tab.
Field Type - Option to select which of these field types you wish to use. Once a field has been created the field type cannot be changed. Set to 'Organisations and People List'.
Include in Reports - allows you to report on data entered
Types - Selected the required record types that will be available to be selected. Note you can select more than one.
Section - If you are using sections you can specify which section this option appears in.
Allow API access? - Used for API connections if your system links to a third party system. When set to yes you can then specify the API name to be used.
Field Entry Requirement
- Not Required - No Rules - The field will be displayed but can be left blank.
- Warning - Warn if not filled in - The field will be displayed with a yellow background (not when set as radio buttons) and a pop up will be displayed if left blank when saving.
Access Key - Specify a shortcut key so the user can jump directly to this field when entering data. Please note that different operating systems and browser also use shortcut keys, this will override this option.
Display Order - The order that this field will be displayed on the page or section.
Active - When set to 'Yes' this field will be displayed to the user.

Text and Numbers

URL

This will allow you to either, add a URL which is required as part of the extension database entry.

Field Label - This is the name/question that is displayed to the user.
Description - This is displayed as help text via a question mark icon . This is note displayed when the fields are displayed on a tab.
Field Type - Option to select which of these field types you wish to use. Once a field has been created the field type cannot be changed. Set to 'URL'.
Include in Reports - allows you to choose if this data will appear in reports.
Section - If you are using sections you can specify which section this option appears in.
Allow API access? - Used for API connections if your system links to a third party system. When set to yes you can then specify the API name to be used.
Link to Spreadsheet - If the extension database is using excel to produce calculations and the field is as part of the calculations, specify the spreadsheet template that field is used to input in to. See Spreadsheet Calculations Result for further details.
Spreadsheet cell - Specify the cell in the spreadsheet that the field feeds into.
Field length - This determines maximum number of characters allowed.
Default Value - Specify a default value that will be prepopulated.
Field Entry Requirement
- Not Required - No Rules - The field will be displayed but can be left blank.
- Warning - Warn if not filled in - The field will be displayed with a yellow background (not when set as radio buttons) and a pop up will be displayed if left blank when saving.
Access Key - Specify a shortcut key so the user can jump directly to this field when entering data. Please note that different operating systems and browser also use shortcut keys, this will override this option.
Display Order - The order that this field will be displayed on the page or section.
Active - When set to 'Yes' this field will be displayed to the user.

Email

Allows you to add an email address to the extension database.

Field Label - This is the name/question that is displayed to the user.
Description - This is displayed as help text via a question mark icon . This is note displayed when the fields are displayed on a tab.
Field Type - Option to select which of these field types you wish to use. Once a field has been created the field type cannot be changed. Set to 'Email'.
Include in Reports - allows you to choose if this data will appear in reports.
Section - If you are using sections you can specify which section this option appears in.
Allow API access? - Used for API connections if your system links to a third party system. When set to yes you can then specify the API name to be used.
Link to Spreadsheet - If the extension database is using excel to produce calculations and the field is as part of the calculations, specify the spreadsheet template that field is used to input in to. See Spreadsheet Calculations Result for further details.
Spreadsheet cell - Specify the cell in the spreadsheet that the field feeds into.
Default Value - Specify a default value that will be prepopulated.
Field Entry Requirement
- Not Required - No Rules - The field will be displayed but can be left blank.
- Warning - Warn if not filled in - The field will be displayed with a yellow background (not when set as radio buttons) and a pop up will be displayed if left blank when saving.
Access Key - Specify a shortcut key so the user can jump directly to this field when entering data. Please note that different operating systems and browser also use shortcut keys, this will override this option.
Display Order - The order that this field will be displayed on the page or section.
Active - When set to 'Yes' this field will be displayed to the user.

Phone Number

Allows you to add a phone number to the extension database entry.

Field Label - This is the name/question that is displayed to the user.
Description - This is displayed as help text via a question mark icon . This is note displayed when the fields are displayed on a tab.
Field Type - Option to select which of these field types you wish to use. Once a field has been created the field type cannot be changed. Set to 'Phone Number'.
Include in Reports - allows you to choose if this data will appear in reports.
Section - If you are using sections you can specify which section this option appears in.
Allow API access? - Used for API connections if your system links to a third party system. When set to yes you can then specify the API name to be used.
Link to Spreadsheet - If the extension database is using excel to produce calculations and the field is as part of the calculations, specify the spreadsheet template that field is used to input in to. See Spreadsheet Calculations Result for further details.
Spreadsheet cell - Specify the cell in the spreadsheet that the field feeds into.
Field Lenght - specify the length of characters that will be allowed in this field
Default Value - Specify a default value that will be prepopulated.
Field Entry Requirement
- Not Required - No Rules - The field will be displayed but can be left blank.
- Warning - Warn if not filled in - The field will be displayed with a yellow background (not when set as radio buttons) and a pop up will be displayed if left blank when saving.
Access Key - Specify a shortcut key so the user can jump directly to this field when entering data. Please note that different operating systems and browser also use shortcut keys, this will override this option.
Display Order - The order that this field will be displayed on the page or section.
Active - When set to 'Yes' this field will be displayed to the user.

Money

Allows only numbers to be used and totals on displayed reports.

Field Label - This is the name/question that is displayed to the user.
Description - This is displayed as help text via a question mark icon . This is note displayed when the fields are displayed on a tab.
Field Type - Option to select which of these field types you wish to use. Once a field has been created the field type cannot be changed. Set to 'Money'.
Include in Reports - allows you to decide if you would like to include this data in reports.
Section - If you are using sections you can specify which section this option appears in.
API access? - Used for API connections if your system links to a third party system. When set to yes you can then specify the API name to be used.
Link to Spreadsheet - If the extension database is using excel to produce calculations and the field is as part of the calculations, specify the spreadsheet template that field is used to input in to. See Spreadsheet Calculations Result for further details.
Spreadsheet cell - Specify the cell in the spreadsheet that the field feeds into.
Field length - This determines maximum number of digits (including decimal point), this works alongside the numeric maximum.
Decimal Places - Specify the number of decimal places that are required, please keep in mind the field length.
Default Value - Specify a default value that will be prepopulated.
Field Entry Requirement
- Not Required - No Rules - The field will be displayed but can be left blank.
- Warning - Warn if not filled in - The field will be displayed with a yellow background (not when set as radio buttons) and a pop up will be displayed if left blank when saving.
Numeric Minimum - The minimum value a user can enter.
Numeric Maximum - The maximum value a user can enter, this must comply with the field length.
Access Key - Specify a shortcut key so the user can jump directly to this field when entering data. Please note that different operating systems and browser also use shortcut keys, this will override this option.
Display Order - The order that this field will be displayed on the page or section.
Active - When set to 'Yes' this field will be displayed to the user.

Number

Allows only numbers to be used and totals on displayed reports.

Field Label - This is the name/question that is displayed to the user.
Description - This is displayed as help text via a question mark icon . This is note displayed when the fields are displayed on a tab.
Field Type - Option to select which of these field types you wish to use. Once a field has been created the field type cannot be changed. Set to 'Number'.
Include in Reports - allows you to choose if this data will appear in reports.
Section - If you are using sections you can specify which section this option appears in.
Allow API access? - Used for API connections if your system links to a third party system. When set to yes you can then specify the API name to be used.
Link to Spreadsheet - If the extension database is using excel to produce calculations and the field is as part of the calculations, specify the spreadsheet template that field is used to input in to. See Spreadsheet Calculations Result for further details.
Spreadsheet cell - Specify the cell in the spreadsheet that the field feeds into.
Field length - This determines maximum number of digits (including decimal point), this works alongside the numeric maximum.
Decimal Places - Specify the number of decimal places that are required, please keep in mind the field length.
Default Value - Specify a default value that will be prepopulated.
Field Entry Requirement
- Not Required - No Rules - The field will be displayed but can be left blank.
- Warning - Warn if not filled in - The field will be displayed with a yellow background (not when set as radio buttons) and a pop up will be displayed if left blank when saving.
Numeric Minimum - The minimum value a user can enter.
Numeric Maximum - The maximum value a user can enter, this must comply with the field length.
Access Key - Specify a shortcut key so the user can jump directly to this field when entering data. Please note that different operating systems and browser also use shortcut keys, this will override this option.
Display Order - The order that this field will be displayed on the page or section.
Active - When set to 'Yes' this field will be displayed to the user.

Text (Single-Row)

This will display a single line text box based on the field length.

Field Label - This is the name/question that is displayed to the user.
Description - This is displayed as help text via a question mark icon . This is note displayed when the fields are displayed on a tab.
Field Type - Option to select which of these field types you wish to use. Once a field has been created the field type cannot be changed. Set to 'Text (single-row)'.
Appear in Reports - allows you to specify if data entered will appear in your reports. Useful if you want to add a free text box, but don't need that data for reporting purposes.
Section - If you are using sections you can specify which section this option appears in.
Allow API access? - Used for API connections if your system links to a third party system. When set to yes you can then specify the API name to be used.
Link to Spreadsheet - If the extension database is using excel to produce calculations and the field is as part of the calculations, specify the spreadsheet template that field is used to input in to. See Spreadsheet Calculations Result for further details.
Spreadsheet cell - Specify the cell in the spreadsheet that the field feeds into.
Field length - This determines the length of the field and the maximum number of characters that can be entered.
Default Value - You can populate the field with the details specified.
Field Entry Requirement
- Not Required - No Rules - The field will be displayed but can be left blank.
- Warning - Warn if not filled in - The field will be displayed with a yellow background (not when set as radio buttons) and a pop up will be displayed if left blank when saving.
Access Key - Specify a shortcut key so the user can jump directly to this field when entering data. Please note that different operating systems and browser also use shortcut keys, this will override this option.
Display Order - The order that this field will be displayed on the page or section.
Active - When set to 'Yes' this field will be displayed to the user.

Text (Multi-row)

Displays a text box.

Field Label - This is the name/question that is displayed to the user.
Description - This is displayed as help text via a question mark icon . This is note displayed when the fields are displayed on a tab.
Field Type - Option to select which of these field types you wish to use. Once a field has been created the field type cannot be changed. Set to 'Text (multi-row)'.
Include in Reports - you can decide to include this data in reports.
Section - If you are using sections you can specify which section this option appears in.
Allow API access? - Used for API connections if your system links to a third party system. When set to yes you can then specify the API name to be used.
Link to Spreadsheet - If the extension database is using excel to produce calculations and the field is as part of the calculations, specify the spreadsheet template that field is used to input in to. See Spreadsheet Calculations Result for further details.
Spreadsheet cell - Specify the cell in the spreadsheet that the field feeds into.
Default Value - can be used if you want a value to be automatically entered into this field. Use with caution as people may have to delete any text before entering their own.
Field Entry Requirement
- Not Required - No Rules - The field will be displayed but can be left blank.
- Warning - Warn if not filled in - The field will be displayed with a yellow background (not when set as radio buttons) and a pop up will be displayed if left blank when saving.
Access Key - Specify a shortcut key so the user can jump directly to this field when entering data. Please note that different operating systems and browser also use shortcut keys, this will override this option.
Display Order - The order that this field will be displayed on the page or section.
Active - When set to 'Yes' this field will be displayed to the user.

Extension Database for Outcomes

Extension databases are widely used for things like outcomes or impact measurement tools. They are custom to your requirements, easy to input and provide useful data for reporting on outcomes/impact. The following webinar explains how they can be set up.

Extension Databases for Record Types

You can add custom fields to any of your record types such as Client, Staff, Volunteer etc. These are great to extend the reporting information or to simply add additional useful information to that record. The following webinar illustrates how this can be set up.

Spreadsheet Calculations Result

The Spreadsheet Calculations Result field uses the fields linked to a spreadsheet template and adds a button for the user to calculate results based on the data entered. The template needs to be upload via System Uploads and set to be used with extension databases. When the user clicks the calculate button when entering data the system reads the formulas in the corresponding spreadsheet to return the result. This allows administrators to add templates containing a wide range of formulas, including standard additions, subtractions, multiplications, IF Formulas, VLOOKUP formulas and more. It is not possible to use conditional formatting, tables (including pivot) and array based formulas that require curly brackets {}. The results that are produced from the calculations will be save when the record is saved.

Complete the following details:

Field Label - This is the name/question that is displayed to the user.
Description - This is displayed as help text via a question mark icon . This is note displayed when the fields are displayed on a tab.
Appear in Section - If you are using sections you can specify which section this option appears in.
Allow collaborator API access? - Used for API connections if your system links to a third party system. When set to yes you can then specify the API name to be used.
Field Type - Option to select which of these field types you wish to use. Once a field has been created the field type cannot be changed. Set to 'Numeric Only'.
Link to Spreadsheet - If the extension database is using excel to produce calculations and the field is as part of the calculation, specify the spreadsheet template that field is used to input in to. See .
Spreadsheet cell - Specify the cell in the spreadsheet that contains the formula for the calculation.
Required input fields - Select the fields that are used with this calculation (these are determined by the formula in the spreadsheet).
Field length - This determines maximum number of digits (including decimal point), this works alongside the numeric maximum.
Decimal Places - Specify the number of decimal places that are required, please keep in mind the field length.
Default Value - Specify a default value that will be prepopulated.
Field Entry Requirement
- Not Required - No Rules - The field will be displayed but can be left blank.
- Warning - Warn if not filled in - The field will be displayed with a yellow background (not when set as radio buttons) and a pop up will be displayed if left blank when saving.
Numeric Minimum - The minimum value a user can enter.
Numeric Maximum - The maximum value a user can enter, this must comply with the field length.
Shortcut Key - Specify a shortcut key so the user can jump directly to this field when entering data. Please note that different operating systems and browser also use shortcut keys, this will override this option.
Display Order - The order that this field will be displayed on the page or section.
Active - When set to 'Yes' this field will be displayed to the user.

Example

In this example we are going to use a basic calculation by adding up some input fields to calculate a persons expenditure. There are three fields, Rent, Food and Bills, and the calculator will add these up. I an spreadsheet A1, A2 &a3 would be left blank and A4 will have the formula =A1+A2+A3 or =SUM(A1:A3). The spreadsheet is the uploaded called expenditure. The fields are then set up as follows;

Field 1

Field 2

Field 4

User input field

The user will be displayed the screen below, on clicking 'Calculate' the result will be display and saved when the save button is pressed.

Filter Fields

For dropdown lists and radio button you can filter the options displayed from fields, depending what was selected in a previous field. The diagram below shows two question. If on question one the answer one is selected the for question two answers one and two will be available for selection. If answer two was selected on question one then answers three and for will be selectable on question two.

Export/Import

You can also import an existing Extension Database into your system, saving you from creating it from scratch. This could be because you are working as part of a consortium and you all have to use the same outcome/assessment tool, or it could be because you have already set it up on your training/test site. Setting an extension database up on your Replica Database is a great way to test if it functions correctly. You can do a trial run with some entries and ensure it reports correctly. Once its set up you can simply export the extension database from your replica site and import it into your live site.

The following video explains how this can be done.

To start, click on the extension database you wish to export.

You will then see a preview and you can Export.

Once exported, you can save the Excel file in a safe location for import later. To import, log into the system you wish to import the extension database to. Ensuring they are both on the same version. Click on the Import button at the top of the Extension Database Menu.

You can then browse for the file, and select it for import.

You can now preview the fields which will be imported but you can go ahead and click on Import and it will be ready to use.

Once imported, you may find you need to amend relevant settings for Group Access along with which section you wish the extension database to appear.

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 __TOC__
+=Introduction to Extension Databases=
 Extension Databases provide a way for you to add fields, or sets of fields, to the system. They can be used to capture any information which is not catered for in the standard setup.
@@ Line 16: / Line 17: @@
 =Extension Database Settings=
-The second webinar explains each of the settings. Further information is below.
-{{#ev:youtube|nRhh_f_J738|790}}
-You can also use Extension Databases to record Outcomes/Evaluations and this webinar explains in more detail.
-{{#ev:youtube|ZlzXnQW0814|790}}
 On an existing Extension Database or when saving the Extension Database settings for a new one a navigation bar will appear at the top of the section:
@@ Line 26: / Line 23: @@
 This allows you to move between the following sections of the setup:
-* '''Extension Database Settings''' - This is the general details of where the extension data base will appear and which security groups can access it.
+* '''The name of the Extension Database is underlined ''' - This is the general details of where the extension data base will appear and which security groups can access it.
-* '''Extension Database Sections''' - Sections are used to group questions together to make data entry easier and more logical.
+* '''All Sections''' - Sections are used to group questions together to make data entry easier and more logical.
-* '''Extension Database Fields''' - Fields are the bespoke questions and options that appear in the Extension Database.
+* '''New Field''' - allows you to add new fields
-You can now enter or edit:
+To create a new Extension Database, click on New '''Extension Database'''
 [[File:New_Extension_database.PNG]]
-* '''Name for additional data entry option''' - This is name of the Extension Database and will also be the button label that appears for the user.
+* '''Extension Database Name'''- This is name of the Extension Database and will also be the button label that appears for the user.
-* '''Description''' - This is information about the Extension Database which can only be viewed on this page,
+* '''Description''' - This is information about the Extension Database which can only be viewed on this page
+* '''One record or multiple records for this entry?'''
+** '''One Record''' - This displays a single set of fields, if the data is changed the previous entry will be simply over written.  This would be used for questions like 'Do you drive?', if circumstances changed you would simply change the answer to the question.
+** '''One or More Records''' - This is used if multiple sets of data is required.  As an example you could have an extension database to record donations given, as you may get more than one donation from the some person.
 * '''Linked to which main type of record?''':
 ** '''Organisations and People''' - This will be able to be displayed on a record tab or at the footer of the record.
@@ Line 41: / Line 41: @@
 ** '''Clubs and Clinics''' - This will appear on the footer of a Club, Clinic or Group details page, for those specified.
 ** '''Clubs and Clinics Meetings''' - This will appear on the individual occurrence of the Club, Clinic or Group on the incomplete/complete meeting tabs and when a meeting is completed via the wizard or complete button.
-* '''Tab''' - This option appears when the '''linked to''' option is set to 'Organisations and People'Specify weather the Extension Database is to be displayed on the record footer or which tab.  Additional tabs can be setup, see [[Customise_Orgs_%26_People#Additional_Tabs_for_Records|Customise Orgs & People]] for details.
+* '''Show Fields on Section''' - This option appears when the '''linked to''' option is set to 'Organisations and People'Specify weather the Extension Database is to be displayed on the required section  Additional sections can be setup, see [[Customise_Orgs_%26_People#Additional_Tabs_for_Records|Customise Orgs & People]] for details.
-* '''Select specific type of record(s)''' -
-** '''Organisations and People''' linked - Select the record type(s) that the Extension Database will be displayed on.
-** '''Referrals''' linked - Select which project(s) the Extension Database will be used with.  See [[Project_Set_Up#Additional_Data_Collection_tab|Project Setup]] for further configuration options.
-** '''Clubs and Clinics''' linked - Select which Club, Clinic or Group(s) that should display the Extension Database.
 * '''Available to users in these groups''' - Select which [[Group Access|Groups]] of users can access the Extension Database.
-* '''One record or multiple records for this entry?'''
-** '''One Record''' - This displays a single set of fields, if the data is changed the previous entry will be simply over written.  This would be used for questions like 'Do you drive?', if circumstances changed you would simply change the answer to the question.
-** '''One or More Records''' - This is used if multiple sets of data is required.  As an example you could have an extension database to record donations given, as you may get more than one donation from the some person.
 * '''Maximum number of column Headers to be viewable when selecting from multiple records?''' - When selecting 'One or More' you can specify the number of columns displayed for the Extension Database.
 * '''Active?''' - When set to 'Yes' the Extension Database will be dis[played and can be reported on.
@@ Line 56: / Line 49: @@
 * '''Save and edit Sections''' - Saves any changes and moves to the page to create sections, if required.
 * '''Save and edit Fields''' - Saves any changes and moves to the page to create the fields to record the data.
-* '''Save and Close''' - This is displayed on existing Extension Databases, saves the changes and returns to the list of existing Extension Databases.
 =Extension Database Sections=
@@ Line 76: / Line 68: @@
 To create a new section click on the lick 'Create a new Extension Database Section...'.  Type the required label for the section and click go to create it.
-[[File:ExtDB_newsection.PNG]]
 The section will be created and added to the list of existing sections (if any).
@@ Line 95: / Line 85: @@
 =Extension Database Fields=
-An Extension Data base can contain a series of different field types.  After you have completed the field options click 'Save Details' to create the field. The following webinar explains the different types of fields available.
+An Extension Data base can contain a series of different field types.  After you have completed the field options click 'Save Details' to create the field. As you click New Field, you will notice the field type is divided into categories as seen below.
+[[File:edbfieldcategories.png]]
+The following webinar explains the different types of fields available.
 {{#ev:youtube|bbTWspcJu1U|790}}
-==Single Row Text==
-This will display a single line text box based on the field length.
-[[File:EDBEF_1.png]]
+==Date and Time==
+Here you can add both date fields and Time fields
+===Date===
+Allows entry of a date, useful when reporting on certain periods.
+[[File:EDBEF_4.png]]
+* '''Field Label''' - This is the name/question that is displayed to the user.
+* '''Description''' - This is displayed as help text via a question mark icon [[File:Icon_greenquestionmark.PNG]].  This is note displayed when the fields are displayed on a tab.
+* '''Field Type''' - Option to select which of these field types you wish to use.  Once a field has been created the field type cannot be changed.  Set to 'Date'.
+* '''Include in Reports''' - allows you to report on data entered
+* '''Section''' - If you are using sections you can specify which section this option appears in.
+* '''Allow API access?''' - Used for API connections if your system links to a third party system.  When set to yes you can then specify the API name to be used.
+* '''Link to Spreadsheet''' - If the extension database is using excel to produce calculations and the field is as part of the calculations, specify the spreadsheet template that field is used to input in to.  See  [[Extension_Database_Setup#Spreadsheet_Calculations_Result|Spreadsheet Calculations Result]] for further details.
+* '''Spreadsheet cell''' - Specify the cell in the spreadsheet that the field feeds into.
+* '''Default Date Value''' - You can populate the field with the date the record is entered or left empty.
+* '''Field Entry Requirement'''
+** '''Not Required - No Rules''' - The field will be displayed but can be left blank.
+** '''Warning - Warn if not filled in''' - The field will be displayed with a yellow background (not when set as radio buttons) and a pop up will be displayed if left blank when saving.
+* '''Access Key''' - Specify a shortcut key so the user can jump directly to this field when entering data.  Please note that different operating systems and browser also use shortcut keys, this will override this option.
+* '''[[Display Order]]''' - The order that this field will be displayed on the page or section.
+* '''Active''' - When set to 'Yes' this field will be displayed to the user.
+===Time===
+Allows entry of a time.
+[[File:timefield_edb.png]]
+* '''Field Label''' - This is the name/question that is displayed to the user.
+* '''Description''' - This is displayed as help text via a question mark icon [[File:Icon_greenquestionmark.PNG]].  This is note displayed when the fields are displayed on a tab.
+* '''Field Type''' - Option to select which of these field types you wish to use.  Once a field has been created the field type cannot be changed.  Set to 'Date'.
+* '''Include in Reports''' - allows you to report on data entered
+* '''Section''' - If you are using sections you can specify which section this option appears in.
+* '''Allow API access?''' - Used for API connections if your system links to a third party system.  When set to yes you can then specify the API name to be used.
+* '''Link to Spreadsheet''' - If the extension database is using excel to produce calculations and the field is as part of the calculations, specify the spreadsheet template that field is used to input in to.  See  [[Extension_Database_Setup#Spreadsheet_Calculations_Result|Spreadsheet Calculations Result]] for further details.
+* '''Default Time Value''' - allows you to specify a default value which will displayed when the extension database is created.
+* '''Field Entry Requirement'''
+** '''Not Required - No Rules''' - The field will be displayed but can be left blank.
+* '''Access Key''' - Specify a shortcut key so the user can jump directly to this field when entering data.  Please note that different operating systems and browser also use shortcut keys, this will override this option.
+* '''[[Display Order]]''' - The order that this field will be displayed on the page or section.
+* '''Active''' - When set to 'Yes' this field will be displayed to the user.
+==Lists==
+===Drop-Down===
+This will display a dropdown list that the user can select one option from.
+[[File:EDBEF_6.png]]
 * '''Field Label''' - This is the name/question that is displayed to the user.
 * '''Description''' - This is displayed as help text via a question mark icon [[File:Icon_greenquestionmark.PNG]].  This is note displayed when the fields are displayed on a tab.
-* '''Appear in Section''' - If you are using sections you can specify which section this option appears in.
+* '''Field Type''' - Option to select which of these field types you wish to use.  Once a field has been created the field type cannot be changed.  Set to 'Drop down'.
-* '''Allow collaborator API access?''' - Used for API connections if your system links to a third party system.  When set to yes you can then specify the API name to be used.
+* '''Include in Reports''' - allows you to report on data entered
-* '''Field Type''' - Option to select which of these field types you wish to use.  Once a field has been created the field type cannot be changed.  Set to 'Single Row Alphanumeric String'.
+* '''Section''' - If you are using sections you can specify which section this option appears in.
+* '''Allow API access?''' - Used for API connections if your system links to a third party system.  When set to yes you can then specify the API name to be used.
 * '''Link to Spreadsheet''' - If the extension database is using excel to produce calculations and the field is as part of the calculations, specify the spreadsheet template that field is used to input in to.  See  [[Extension_Database_Setup#Spreadsheet_Calculations_Result|Spreadsheet Calculations Result]] for further details.
 * '''Spreadsheet cell''' - Specify the cell in the spreadsheet that the field feeds into.
-* '''Filter By Field''' - This option is displayed when at least one field has been created and '''is only used for 'Select from Option Dropdown List' and 'Radio Buttons' field types'''.
+* '''Option Details''' - This is the items that will appear in the drop down list.
-* '''Field length''' - This determines the length of the field and the maximum number of characters that can be entered.
+** '''Default''' - When ticked this option will automatically be selected when entering a new record. It is worth considering if you want this value saved if the extension database is not manually changed before saving a client record.
-* '''Default Value''' - You can populate the field with the details specified.
+** '''Option Text''' - This is the name displayed in the dropdown list.
+* '''Filter By Field''' - This allows the dropdown list to be filtered by another drop down list (does not work with radio buttons).  The options that have been selected on a previous question can filter what options can be selected on this question.  From the list select the dropdown list that is to be used to filter this question.
+* '''Inactive Option Display'''
+** '''Do not display inactive options''' - Options that have been set as inactive will not be displayed in the dropdown list.
+** '''Display inactive options as not selectable''' - This will display inactive options, which cannot be selected by the user.
 * '''Field Entry Requirement'''
 ** '''Not Required - No Rules''' - The field will be displayed but can be left blank.
 ** '''Warning - Warn if not filled in''' - The field will be displayed with a yellow background (not when set as radio buttons) and a pop up will be displayed if left blank when saving.
-* '''Shortcut Key''' - Specify a shortcut key so the user can jump directly to this field when entering data.  Please note that different operating systems and browser also use shortcut keys, this will override this option.
+* '''Access Key''' - Specify a shortcut key so the user can jump directly to this field when entering data.  Please note that different operating systems and browser also use shortcut keys, this will override this option.
 * '''[[Display Order]]''' - The order that this field will be displayed on the page or section.
 * '''Active''' - When set to 'Yes' this field will be displayed to the user.
-==Multi Row Text==
+===Radio Button===
-Displays a text box.
+As "Drop down lists", but options will be displayed as clickable buttons. Only one button can be selected at a time.
+* You can choose whether the buttons display "On one row" (side by side), or "Multi Rows/Stacked" (one above the other).
-[[File:EDBEF_5.png]]
+[[File:EDBEF_7.png|border]]
 * '''Field Label''' - This is the name/question that is displayed to the user.
 * '''Description''' - This is displayed as help text via a question mark icon [[File:Icon_greenquestionmark.PNG]].  This is note displayed when the fields are displayed on a tab.
-* '''Appear in Section''' - If you are using sections you can specify which section this option appears in.
+* '''Field Type''' - Option to select which of these field types you wish to use.  Once a field has been created the field type cannot be changed.  Set to 'Radio Button'.
-* '''Allow collaborator API access?''' - Used for API connections if your system links to a third party system.  When set to yes you can then specify the API name to be used.
+* '''Include in Reports''' - allows you to report on data entered
-* '''Field Type''' - Option to select which of these field types you wish to use.  Once a field has been created the field type cannot be changed.  Set to 'Multi Row Text Input'.
+* '''Section''' - If you are using sections you can specify which section this option appears in.
+* '''Allow API access?''' - Used for API connections if your system links to a third party system.  When set to yes you can then specify the API name to be used.
 * '''Link to Spreadsheet''' - If the extension database is using excel to produce calculations and the field is as part of the calculations, specify the spreadsheet template that field is used to input in to.  See  [[Extension_Database_Setup#Spreadsheet_Calculations_Result|Spreadsheet Calculations Result]] for further details.
 * '''Spreadsheet cell''' - Specify the cell in the spreadsheet that the field feeds into.
-* '''Filter By Field''' - This option is displayed when at least one field has been created and '''is only used for 'Select from Option Dropdown List' and 'Radio Buttons' field types'''.
+** '''Option Text''' - This is the name displayed in the dropdown list.
+* '''Option Details''' - This is the items that will appear in the drop down list.
+** '''Default''' - When ticked this option will automatically be selected when entering a new record.
+** '''[[Display Order]]''' - The order the option will be displayed in the dropdown list.
+** '''Selection list for the filter''' - Select which answers of the previously selected question that the current option is available to be selected.  If you are using the filter and nothing is selected then the option cannot be selected.  If the option is to be available to all then all answers to the previous question must be selected.
+** '''Active''' - If set to yes then this option can be selected from the drop down list.
+** '''Plus Icon [[File:Icon_plus.PNG]]''' - Creates a new line for the next option.
+* '''Radio Button Display''' - Select the required display option.
+* '''Filter By Field''' - This allows the dropdown list to be filtered by another radio button field (does not work with dropdown lists).  The options that have been selected on a previous question can filter what options can be selected on this question.  From the list select the radio button field that is to be used to filter this question.
+** '''On one row''' - Ideal for less options and is displayed across the screen.
+** '''Multi rows/Stacked''' - Ideal for options with a long names or larger quantity of options.
+* '''Inactive Option Display'''
+** '''Do not display inactive options''' - Options that have been set as inactive will not be displayed in the dropdown list.
+** '''Display inactive options as not selectable''' - This will display inactive options, which cannot be selected by the user.
 * '''Field Entry Requirement'''
 ** '''Not Required - No Rules''' - The field will be displayed but can be left blank.
@@ Line 142: / Line 204: @@
 * '''Active''' - When set to 'Yes' this field will be displayed to the user.
-==Number==
+===Organisations or People List===
+This field displays a look up list of Organisations and People on the system.
+[[File:extdb_orgslist.png]]
+* '''Field Label''' - This is the name/question that is displayed to the user.
+* '''Description''' - This is displayed as help text via a question mark icon [[File:Icon_greenquestionmark.PNG]].  This is note displayed when the fields are displayed on a tab.
+* '''Field Type''' - Option to select which of these field types you wish to use.  Once a field has been created the field type cannot be changed.  Set to 'Organisations and People List'.
+* '''Include in Reports''' - allows you to report on data entered
+* '''Types''' - Selected the required record types that will be available to be selected. Note you can select more than one.
+* '''Section''' - If you are using sections you can specify which section this option appears in.
+* '''Allow API access?''' - Used for API connections if your system links to a third party system.  When set to yes you can then specify the API name to be used.
+* '''Field Entry Requirement'''
+** '''Not Required - No Rules''' - The field will be displayed but can be left blank.
+** '''Warning - Warn if not filled in''' - The field will be displayed with a yellow background (not when set as radio buttons) and a pop up will be displayed if left blank when saving.
+* '''Access Key''' - Specify a shortcut key so the user can jump directly to this field when entering data.  Please note that different operating systems and browser also use shortcut keys, this will override this option.
+* '''[[Display Order]]''' - The order that this field will be displayed on the page or section.
+* '''Active''' - When set to 'Yes' this field will be displayed to the user.
+==Text and Numbers==
-Allows only numbers to be used and totals on displayed reports.
+===URL===
+This will allow you to either, add a URL which is required as part of the extension database entry.
-[[File:EDBEF_2.png]]
+[[File:urlfield_edb.png]]
 * '''Field Label''' - This is the name/question that is displayed to the user.
 * '''Description''' - This is displayed as help text via a question mark icon [[File:Icon_greenquestionmark.PNG]].  This is note displayed when the fields are displayed on a tab.
-* '''Appear in Section''' - If you are using sections you can specify which section this option appears in.
+* '''Field Type''' - Option to select which of these field types you wish to use.  Once a field has been created the field type cannot be changed.  Set to 'URL'.
-* '''Allow collaborator API access?''' - Used for API connections if your system links to a third party system.  When set to yes you can then specify the API name to be used.
+* '''Include in Reports''' - allows you to choose if this data will appear in reports.
-* '''Field Type''' - Option to select which of these field types you wish to use.  Once a field has been created the field type cannot be changed.  Set to 'Numeric Only'.
+* '''Section''' - If you are using sections you can specify which section this option appears in.
+* '''Allow API access?''' - Used for API connections if your system links to a third party system.  When set to yes you can then specify the API name to be used.
 * '''Link to Spreadsheet''' - If the extension database is using excel to produce calculations and the field is as part of the calculations, specify the spreadsheet template that field is used to input in to.  See  [[Extension_Database_Setup#Spreadsheet_Calculations_Result|Spreadsheet Calculations Result]] for further details.
 * '''Spreadsheet cell''' - Specify the cell in the spreadsheet that the field feeds into.
-* '''Filter By Field''' - This option is displayed when at least one field has been created and '''is only used for 'Select from Option Dropdown List' and 'Radio Buttons' field types'''.
+* '''Field length''' - This determines maximum number of characters allowed.
-* '''Field length''' - This determines maximum number of digits (including decimal point), this works alongside the numeric maximum.
-* '''Decimal Places''' - Specify the number of decimal places that are required, please keep in mind the field length.
 * '''Default Value''' - Specify a default value that will be prepopulated.
 * '''Field Entry Requirement'''
 ** '''Not Required - No Rules''' - The field will be displayed but can be left blank.
 ** '''Warning - Warn if not filled in''' - The field will be displayed with a yellow background (not when set as radio buttons) and a pop up will be displayed if left blank when saving.
-* '''Numeric Minimum''' - The minimum value a user can enter.
+* '''Access Key''' - Specify a shortcut key so the user can jump directly to this field when entering data.  Please note that different operating systems and browser also use shortcut keys, this will override this option.
-* '''Numeric Maximum''' - The maximum value a user can enter, this must comply with the field length.
-* '''Shortcut Key''' - Specify a shortcut key so the user can jump directly to this field when entering data.  Please note that different operating systems and browser also use shortcut keys, this will override this option.
 * '''[[Display Order]]''' - The order that this field will be displayed on the page or section.
 * '''Active''' - When set to 'Yes' this field will be displayed to the user.
-==Money==
+===Email===
-Allows only numbers to be used and totals on displayed reports.
+Allows you to add an email address to the extension database.
-[[File:EDBEF_3.png]]
+[[File:emailfieldv2.png]]
 * '''Field Label''' - This is the name/question that is displayed to the user.
 * '''Description''' - This is displayed as help text via a question mark icon [[File:Icon_greenquestionmark.PNG]].  This is note displayed when the fields are displayed on a tab.
-* '''Appear in Section''' - If you are using sections you can specify which section this option appears in.
+* '''Field Type''' - Option to select which of these field types you wish to use.  Once a field has been created the field type cannot be changed.  Set to 'Email'.
-* '''Allow collaborator API access?''' - Used for API connections if your system links to a third party system.  When set to yes you can then specify the API name to be used.
+* '''Include in Reports''' - allows you to choose if this data will appear in reports.
-* '''Field Type''' - Option to select which of these field types you wish to use.  Once a field has been created the field type cannot be changed.  Set to 'Numeric Only'.
+* '''Section''' - If you are using sections you can specify which section this option appears in.
+* '''Allow API access?''' - Used for API connections if your system links to a third party system.  When set to yes you can then specify the API name to be used.
 * '''Link to Spreadsheet''' - If the extension database is using excel to produce calculations and the field is as part of the calculations, specify the spreadsheet template that field is used to input in to.  See  [[Extension_Database_Setup#Spreadsheet_Calculations_Result|Spreadsheet Calculations Result]] for further details.
 * '''Spreadsheet cell''' - Specify the cell in the spreadsheet that the field feeds into.
-* '''Filter By Field''' - This option is displayed when at least one field has been created and '''is only used for 'Select from Option Dropdown List' and 'Radio Buttons' field types'''.
-* '''Field length''' - This determines maximum number of digits (including decimal point), this works alongside the numeric maximum.
-* '''Decimal Places''' - Specify the number of decimal places that are required, please keep in mind the field length.
 * '''Default Value''' - Specify a default value that will be prepopulated.
 * '''Field Entry Requirement'''
 ** '''Not Required - No Rules''' - The field will be displayed but can be left blank.
 ** '''Warning - Warn if not filled in''' - The field will be displayed with a yellow background (not when set as radio buttons) and a pop up will be displayed if left blank when saving.
-* '''Numeric Minimum''' - The minimum value a user can enter.
+* '''Access Key''' - Specify a shortcut key so the user can jump directly to this field when entering data.  Please note that different operating systems and browser also use shortcut keys, this will override this option.
-* '''Numeric Maximum''' - The maximum value a user can enter, this must comply with the field length.
-* '''Shortcut Key''' - Specify a shortcut key so the user can jump directly to this field when entering data.  Please note that different operating systems and browser also use shortcut keys, this will override this option.
 * '''[[Display Order]]''' - The order that this field will be displayed on the page or section.
 * '''Active''' - When set to 'Yes' this field will be displayed to the user.
-==Date==
+===Phone Number===
-Allows entry of a date, useful when reporting on certain periods.
+Allows you to add a phone number to the extension database entry.
-[[File:EDBEF_4.png]]
+[[File:phonenumber_edb.png]]
 * '''Field Label''' - This is the name/question that is displayed to the user.
 * '''Description''' - This is displayed as help text via a question mark icon [[File:Icon_greenquestionmark.PNG]].  This is note displayed when the fields are displayed on a tab.
-* '''Appear in Section''' - If you are using sections you can specify which section this option appears in.
+* '''Field Type''' - Option to select which of these field types you wish to use.  Once a field has been created the field type cannot be changed.  Set to 'Phone Number'.
-* '''Allow collaborator API access?''' - Used for API connections if your system links to a third party system.  When set to yes you can then specify the API name to be used.
+* '''Include in Reports''' - allows you to choose if this data will appear in reports.
-* '''Field Type''' - Option to select which of these field types you wish to use.  Once a field has been created the field type cannot be changed.  Set to 'Date'.
+* '''Section''' - If you are using sections you can specify which section this option appears in.
+* '''Allow API access?''' - Used for API connections if your system links to a third party system.  When set to yes you can then specify the API name to be used.
 * '''Link to Spreadsheet''' - If the extension database is using excel to produce calculations and the field is as part of the calculations, specify the spreadsheet template that field is used to input in to.  See  [[Extension_Database_Setup#Spreadsheet_Calculations_Result|Spreadsheet Calculations Result]] for further details.
 * '''Spreadsheet cell''' - Specify the cell in the spreadsheet that the field feeds into.
-* '''Filter By Field''' - This option is displayed when at least one field has been created and '''is only used for 'Select from Option Dropdown List' and 'Radio Buttons' field types'''.
+* '''Field Lenght''' - specify the length of characters that will be allowed in this field
-* '''Default Value''' - You can populate the field with the date the record is entered or left empty.
+* '''Default Value''' - Specify a default value that will be prepopulated.
 * '''Field Entry Requirement'''
 ** '''Not Required - No Rules''' - The field will be displayed but can be left blank.
 ** '''Warning - Warn if not filled in''' - The field will be displayed with a yellow background (not when set as radio buttons) and a pop up will be displayed if left blank when saving.
-* '''Shortcut Key''' - Specify a shortcut key so the user can jump directly to this field when entering data.  Please note that different operating systems and browser also use shortcut keys, this will override this option.
+* '''Access Key''' - Specify a shortcut key so the user can jump directly to this field when entering data.  Please note that different operating systems and browser also use shortcut keys, this will override this option.
 * '''[[Display Order]]''' - The order that this field will be displayed on the page or section.
 * '''Active''' - When set to 'Yes' this field will be displayed to the user.
-==Select from Option Dropdown List==
+===Money===
-This will display a dropdown list that the user can select one option from.
+Allows only numbers to be used and totals on displayed reports.
-[[File:EDBEF_6.png]]
+[[File:EDBEF_3.png]]
 * '''Field Label''' - This is the name/question that is displayed to the user.
 * '''Description''' - This is displayed as help text via a question mark icon [[File:Icon_greenquestionmark.PNG]].  This is note displayed when the fields are displayed on a tab.
-* '''Appear in Section''' - If you are using sections you can specify which section this option appears in.
+* '''Field Type''' - Option to select which of these field types you wish to use.  Once a field has been created the field type cannot be changed.  Set to 'Money'.
-* '''Allow collaborator API access?''' - Used for API connections if your system links to a third party system.  When set to yes you can then specify the API name to be used.
+* '''Include in Reports''' - allows you to decide if you would like to include this data in reports.
-* '''Field Type''' - Option to select which of these field types you wish to use.  Once a field has been created the field type cannot be changed.  Set to 'Multi Row Text Input'.
+* '''Section''' - If you are using sections you can specify which section this option appears in.
+* '''API access?''' - Used for API connections if your system links to a third party system.  When set to yes you can then specify the API name to be used.
 * '''Link to Spreadsheet''' - If the extension database is using excel to produce calculations and the field is as part of the calculations, specify the spreadsheet template that field is used to input in to.  See  [[Extension_Database_Setup#Spreadsheet_Calculations_Result|Spreadsheet Calculations Result]] for further details.
 * '''Spreadsheet cell''' - Specify the cell in the spreadsheet that the field feeds into.
-* '''Filter By Field''' - This allows the dropdown list to be filtered by another drop down list (does not work with radio buttons).  The options that have been selected on a previous question can filter what options can be selected on this question.  From the list select the dropdown list that is to be used to filter this question.
+* '''Field length''' - This determines maximum number of digits (including decimal point), this works alongside the numeric maximum.
-* '''Option Details''' - This is the items that will appear in the drop down list.
+* '''Decimal Places''' - Specify the number of decimal places that are required, please keep in mind the field length.
-** '''Default''' - When ticked this option will automatically be selected when entering a new record. It is worth considering if you want this value saved if the extension database is not manually changed before saving a client record.
+* '''Default Value''' - Specify a default value that will be prepopulated.
-** '''Option Text''' - This is the name displayed in the dropdown list.
-** '''[[Display Order]]''' - The order the option will be displayed in the dropdown list.
-** '''Selection list for the filter''' - Select which answers of the previously selected question that the current option is available to be selected.  If you are using the filter and nothing is selected then the option cannot be selected.  If the option is to be available to all then all answers to the previous question must be selected.
-** '''Active''' - If set to yes then this option can be selected from the drop down list.
-** '''Plus Icon [[File:Icon_plus.PNG]]''' - Creates a new line for the next option.
-* '''Inactive Option Display'''
-** '''Do not display inactive options''' - Options that have been set as inactive will not be displayed in the dropdown list.
-** '''Display inactive options as not selectable''' - This will display inactive options, which cannot be selected by the user.
 * '''Field Entry Requirement'''
 ** '''Not Required - No Rules''' - The field will be displayed but can be left blank.
 ** '''Warning - Warn if not filled in''' - The field will be displayed with a yellow background (not when set as radio buttons) and a pop up will be displayed if left blank when saving.
-* '''Shortcut Key''' - Specify a shortcut key so the user can jump directly to this field when entering data.  Please note that different operating systems and browser also use shortcut keys, this will override this option.
+* '''Numeric Minimum''' - The minimum value a user can enter.
+* '''Numeric Maximum''' - The maximum value a user can enter, this must comply with the field length.
+* '''Access Key''' - Specify a shortcut key so the user can jump directly to this field when entering data.  Please note that different operating systems and browser also use shortcut keys, this will override this option.
 * '''[[Display Order]]''' - The order that this field will be displayed on the page or section.
 * '''Active''' - When set to 'Yes' this field will be displayed to the user.
-==Radio Button List==
+===Number===
+Allows only numbers to be used and totals on displayed reports.
+[[File:EDBEF_2.png]]
-As "Select from Option List", but options will be displayed as clickable buttons. Only one button can be selected at a time.
+* '''Field Label''' - This is the name/question that is displayed to the user.
+* '''Description''' - This is displayed as help text via a question mark icon [[File:Icon_greenquestionmark.PNG]].  This is note displayed when the fields are displayed on a tab.
+* '''Field Type''' - Option to select which of these field types you wish to use.  Once a field has been created the field type cannot be changed.  Set to 'Number'.
+* '''Include in Reports''' - allows you to choose if this data will appear in reports.
+* '''Section''' - If you are using sections you can specify which section this option appears in.
+* '''Allow API access?''' - Used for API connections if your system links to a third party system.  When set to yes you can then specify the API name to be used.
+* '''Link to Spreadsheet''' - If the extension database is using excel to produce calculations and the field is as part of the calculations, specify the spreadsheet template that field is used to input in to.  See  [[Extension_Database_Setup#Spreadsheet_Calculations_Result|Spreadsheet Calculations Result]] for further details.
+* '''Spreadsheet cell''' - Specify the cell in the spreadsheet that the field feeds into.
+* '''Field length''' - This determines maximum number of digits (including decimal point), this works alongside the numeric maximum.
+* '''Decimal Places''' - Specify the number of decimal places that are required, please keep in mind the field length.
+* '''Default Value''' - Specify a default value that will be prepopulated.
+* '''Field Entry Requirement'''
+** '''Not Required - No Rules''' - The field will be displayed but can be left blank.
+** '''Warning - Warn if not filled in''' - The field will be displayed with a yellow background (not when set as radio buttons) and a pop up will be displayed if left blank when saving.
+* '''Numeric Minimum''' - The minimum value a user can enter.
+* '''Numeric Maximum''' - The maximum value a user can enter, this must comply with the field length.
+* '''Access Key''' - Specify a shortcut key so the user can jump directly to this field when entering data.  Please note that different operating systems and browser also use shortcut keys, this will override this option.
+* '''[[Display Order]]''' - The order that this field will be displayed on the page or section.
+* '''Active''' - When set to 'Yes' this field will be displayed to the user.
-* You can choose whether the buttons display "On one row" (side by side), or "Multi Rows/Stacked" (one above the other).
+===Text (Single-Row)===
+This will display a single line text box based on the field length.
-[[File:EDBEF_7.png|border]]
+[[File:EDBEF_1.png]]
 * '''Field Label''' - This is the name/question that is displayed to the user.
 * '''Description''' - This is displayed as help text via a question mark icon [[File:Icon_greenquestionmark.PNG]].  This is note displayed when the fields are displayed on a tab.
-* '''Appear in Section''' - If you are using sections you can specify which section this option appears in.
+* '''Field Type''' - Option to select which of these field types you wish to use.  '''Once a field has been created the field type cannot be changed.'''  Set to 'Text (single-row)'.
-* '''Allow collaborator API access?''' - Used for API connections if your system links to a third party system.  When set to yes you can then specify the API name to be used.
+* '''Appear in Reports''' - allows you to specify if data entered will appear in your reports. Useful if you want to add a free text box, but don't need that data for reporting purposes.
-* '''Field Type''' - Option to select which of these field types you wish to use.  Once a field has been created the field type cannot be changed.  Set to 'Multi Row Text Input'.
+* '''Section''' - If you are using sections you can specify which section this option appears in.
+* '''Allow API access?''' - Used for API connections if your system links to a third party system.  When set to yes you can then specify the API name to be used.
 * '''Link to Spreadsheet''' - If the extension database is using excel to produce calculations and the field is as part of the calculations, specify the spreadsheet template that field is used to input in to.  See  [[Extension_Database_Setup#Spreadsheet_Calculations_Result|Spreadsheet Calculations Result]] for further details.
 * '''Spreadsheet cell''' - Specify the cell in the spreadsheet that the field feeds into.
-* '''Filter By Field''' - This allows the dropdown list to be filtered by another radio button field (does not work with dropdown lists).  The options that have been selected on a previous question can filter what options can be selected on this question.  From the list select the radio button field that is to be used to filter this question.
+* '''Field length''' - This determines the length of the field and the maximum number of characters that can be entered.
-* '''Option Details''' - This is the items that will appear in the drop down list.
+* '''Default Value''' - You can populate the field with the details specified.
-** '''Default''' - When ticked this option will automatically be selected when entering a new record.
-** '''Option Text''' - This is the name displayed in the dropdown list.
-** '''[[Display Order]]''' - The order the option will be displayed in the dropdown list.
-** '''Selection list for the filter''' - Select which answers of the previously selected question that the current option is available to be selected.  If you are using the filter and nothing is selected then the option cannot be selected.  If the option is to be available to all then all answers to the previous question must be selected.
-** '''Active''' - If set to yes then this option can be selected from the drop down list.
-** '''Plus Icon [[File:Icon_plus.PNG]]''' - Creates a new line for the next option.
-* '''Radio Button Display''' - Select the required display option.
-** '''On one row''' - Ideal for less options and is displayed across the screen.
-** '''Multi rows/Stacked''' - Ideal for options with a long names or larger quantity of options.
-* '''Inactive Option Display'''
-** '''Do not display inactive options''' - Options that have been set as inactive will not be displayed in the dropdown list.
-** '''Display inactive options as not selectable''' - This will display inactive options, which cannot be selected by the user.
 * '''Field Entry Requirement'''
 ** '''Not Required - No Rules''' - The field will be displayed but can be left blank.
 ** '''Warning - Warn if not filled in''' - The field will be displayed with a yellow background (not when set as radio buttons) and a pop up will be displayed if left blank when saving.
-* '''Shortcut Key''' - Specify a shortcut key so the user can jump directly to this field when entering data.  Please note that different operating systems and browser also use shortcut keys, this will override this option.
+* '''Access Key''' - Specify a shortcut key so the user can jump directly to this field when entering data.  Please note that different operating systems and browser also use shortcut keys, this will override this option.
 * '''[[Display Order]]''' - The order that this field will be displayed on the page or section.
 * '''Active''' - When set to 'Yes' this field will be displayed to the user.
-==Dropdown List of Orgs/People by type==
+===Text (Multi-row)===
-This field displays a dropdown list of Organisations and People on the system.
+Displays a text box.
-[[File:extdb_orgslist.png]]
+[[File:EDBEF_5.png]]
 * '''Field Label''' - This is the name/question that is displayed to the user.
 * '''Description''' - This is displayed as help text via a question mark icon [[File:Icon_greenquestionmark.PNG]].  This is note displayed when the fields are displayed on a tab.
-* '''Field Type''' - Option to select which of these field types you wish to use.  Once a field has been created the field type cannot be changed.  Set to 'Dropdown List of Orgs/People by type'.
+* '''Field Type''' - Option to select which of these field types you wish to use.  Once a field has been created the field type cannot be changed.  Set to 'Text (multi-row)'.
-* '''Dropdown List of Organisations / People by Type''' - Selected the required record types that will be available to be selected.
+* '''Include in Reports''' - you can decide to include this data in reports.
-* '''Appear in Section''' - If you are using sections you can specify which section this option appears in.
+* '''Section''' - If you are using sections you can specify which section this option appears in.
-* '''Allow collaborator API access?''' - Used for API connections if your system links to a third party system.  When set to yes you can then specify the API name to be used.
+* '''Allow API access?''' - Used for API connections if your system links to a third party system.  When set to yes you can then specify the API name to be used.
+* '''Link to Spreadsheet''' - If the extension database is using excel to produce calculations and the field is as part of the calculations, specify the spreadsheet template that field is used to input in to.  See  [[Extension_Database_Setup#Spreadsheet_Calculations_Result|Spreadsheet Calculations Result]] for further details.
+* '''Spreadsheet cell''' - Specify the cell in the spreadsheet that the field feeds into.
+* '''Default Value''' - can be used if you want a value to be automatically entered into this field. Use with caution as people may have to delete any text before entering their own.
 * '''Field Entry Requirement'''
 ** '''Not Required - No Rules''' - The field will be displayed but can be left blank.
 ** '''Warning - Warn if not filled in''' - The field will be displayed with a yellow background (not when set as radio buttons) and a pop up will be displayed if left blank when saving.
-* '''Shortcut Key''' - Specify a shortcut key so the user can jump directly to this field when entering data.  Please note that different operating systems and browser also use shortcut keys, this will override this option.
+* '''Access Key''' - Specify a shortcut key so the user can jump directly to this field when entering data.  Please note that different operating systems and browser also use shortcut keys, this will override this option.
 * '''[[Display Order]]''' - The order that this field will be displayed on the page or section.
 * '''Active''' - When set to 'Yes' this field will be displayed to the user.
@@ Line 306: / Line 395: @@
 {{#ev:youtube|3o6codfk6Hk|790}}
-==Spreadsheet Calculations Result==
+=Extension Databases for Record Types=
+You can add custom fields to any of your record types such as Client, Staff, Volunteer etc. These are great to extend the reporting information or to simply add additional useful information to that record. The following webinar illustrates how this can be set up.
+{{#ev:youtube|_m9C5ET-b2Y|790}}
+=Spreadsheet Calculations Result=
 The Spreadsheet Calculations Result field uses the fields linked to a spreadsheet template and adds a button for the user to calculate results based on the data entered.  The template needs to be upload via [[System Uploads]] and set to be used with extension databases.  When the user clicks the calculate button when entering data the system reads the formulas in the corresponding spreadsheet to return the result.  This allows administrators to add templates containing a wide range of formulas, including standard additions, subtractions, multiplications, IF Formulas, VLOOKUP formulas and more.  It is not possible to use conditional formatting, tables (including pivot) and array based formulas that require curly brackets {}.  The results that are produced from the calculations will be save when the record is saved.
-{{#ev:youtube|LcKtbkyRtyI|790}}
+{{#ev:youtube|7O3WNkUt_To|790}}
 Complete the following details:
@@ Line 362: / Line 458: @@
 [[File:CalcExtDBCalcResults.PNG]]
-==Filter Fields==
+=Filter Fields=
 For dropdown lists and radio button you can filter the options displayed from fields, depending what was selected in a previous field.  The diagram below shows two question.  If on question one the answer one is selected the for question two answers one and two will be available for selection.  If answer two was selected on question one then answers three and for will be selectable on question two.
@@ Line 368: / Line 464: @@
 [[File:ExtDB_filterdiag.png]]
-=How to setup a Spreadsheet linked extension database video"=
+=Export/Import=
-{{#ev:youtube|UUPtKODttdQ|790}}
+You can also import an existing Extension Database into your system, saving you from creating it from scratch. This could be because you are working as part of a consortium and you all have to use the same outcome/assessment tool, or it could be because you have already set it up on your training/test site. Setting an extension database up on your [https://wiki.dizions.co.uk/index.php/Update_Replica_Databases Replica Database] is a great way to test if it functions correctly. You can do a trial run with some entries and ensure it reports correctly. Once its set up you can simply export the extension database from your replica site and import it into your live site.
-----
+The following video explains how this can be done.
-[[File:helpheader_small.png|right]]
+{{#ev:youtube|CvpXlcRxeAU|790}}
+To start, click on the extension database you wish to export.
-= October 2021 Release =
+[[File:EDBExport1.png]]
+You will then see a preview and you can Export.
-Subject to your systems update date (defined by the system administrator via cog > general settings > organisation details) there will be the ability to place a new tab on an organisation/person record as part of the extension database set up process.
+[[File:EDBExport2.png]]
+Once exported, you can save the Excel file in a safe location for import later. To import, log into the system you wish to import the extension database to. Ensuring they are both on the same version. Click on the Import button at the top of the Extension Database Menu.
-This means, if you intend on creating a new tab for your extension database to be placed on, you can do this in one process.
+[[File:EDBExport3.png]]
-Once in the extension database set up, and once you have opted for the placement to be ‘on a tab’, you will see an option for ‘new tab’ in the drop-down list for ‘show fields on tab’.
-[[File:October_extension_database.png]]
+You can then browse for the file, and select it for import.
+[[File:EDBExport4.png]]
-A drop down will then appear, giving you the chance to name the tab.
+You can now preview the fields which will be imported but you can go ahead and click on Import and it will be ready to use.
+[[File:EDBExport5.png]]
-You can then progress by selecting ‘Save and Edit Fields’ and creating the new fields as usual.
+Once imported, you may find you need to amend relevant settings for Group Access along with which section you wish the extension database to appear.
+[[File:EDBExport6.png]]
-Once saved, go to Cog > Orgs & People A-J > Customise Orgs & People > Edit Tabs for relevant Org/Person types. Your new tab will appear in the ‘not used’ section. Simply drag this over to the right and choose the placement to activate the tab.
+----
+[[File:helpheader_small.png|right]]

Difference between revisions of "Extension Database Setup"