Editing columns for data record types
You can create new fields and change existing fields for all data records types in the Database area
The names of data record types and fields cannot be changed if they have been delivered as default.
With the CAS genesisWorld Standard Edition, you can create additional fields for all data record types.
- In the Form Designer area of the Management Console, you can insert up to 10 of these fields for all data record types. The fields are inserted in the data record window for the desktop client.
- As of the 11th field, new fields are displayed unsorted on the More tab on the data record window of the respective data record type in the desktop client.
- If you deploy the Form & Database Designer module, you can create any number of further data record types, customize the interfaces of data record windows, and define formulas for automatic functions and process support.
Column functions
New column/
Customize column opens a window in which you can define the properties of columns.
In already existing columns, you can only change the Name as well as activate/deactivate the Mandatory field, Can be duplicated, and Notify options via the Customize column button.
You can delete your own columns. When doing so, you cannot have suitable data records open in any of the clients.
After deleting, all application servers have to be started again, as otherwise problems can occur while working with the respective data record type.
Deleting columns is a type of editing, consequently a block can also occur.
Click Input help to open a window in which you define one or more Input help for users.
Using Create new Type/Status button, you can create both fields and then define values for the two-stage input help.
You can create both fields and the input help for your own data record types.
Click Create auto numbering field to create the GWAUTONUM field and generate an automatic number for a data record.
You can use this field once for each data record type. If this is the case, the Create automatic numbering button is deactivated.
Properties and functions for fields
Name, Data type, Length, Scale
- In the Name field, you define the physical name of the field in the database.
Not all special characters are allowed in the Name field.
If you enter a name in the Name field that has already been saved in the database, the title and the respective translations for this title are automatically entered. The values are filled in when switching to another field.
- The data type depends on the database system being used.
- In the Length field, you define the maximum number of characters that can be saved in this column.
You have to enter this for character strings and binary fields.
You can also enter a field length value for the Recipient, CC recipient, and BCC recipient fields for archived e-mails.
- More fields are available for floating-point numbers with the decimal data type.
Accuracy defines the number of decimal digits of a number you want to save.
Scaling is the number of decimal places.
Example: Accuracy = 6, Scaling = 2. This saves numbers with the format 9999.99.
Mandatory field, Can be duplicated, Transfer to participants
- Mandatory fields have to contain a value, so that a data record can be saved.
Some special features apply.
- If you activate the Can be duplicated option, then the field value is adopted when duplicating.
If you deactivate the option, then the field is left empty during duplication.
If users, for example, often create new addresses by duplicating other addresses and do not check all the fields, then the wrong information (bank details, categories, and so on) may be saved. If those fields are not duplicated, then such errors can be prevented.
Data records can be transferred to CAS genesisWorld by users via a GTF file. In the process, all field for which the Can be duplicated option has been activated are also imported. When transferring data records from another company as GTF files, you can prevent fields from being adopted which have a different meaning in your company.
When duplicating an online meeting, the link to the online meeting in the Notes field is also duplicated. However, the link in the duplicated data record is not valid. You can prevent this problem by deactivating the Can be duplicated option for the Notes field.
The Can be duplicated option is not relevant if users create a template for a data record. When using a template, all of the template values are transferred to the new data record.
- The Transfer to participants option is available for fields with the varchar data record type.
In fields, for example, Processed by, users can enter a client or be selected from a list.
If the option is activated, the entered user is also added as participant to the data record when saving the data record.
The following conditions must be taken into account:
The field has to contain the user's correct first name and last name, separated by spaces. We therefore recommend to select the user with an input help.
The field only displays the users to whom the currently logged-on user has access rights.
The field does not display the deactivated user accounts.
If there are several users with the same first and last names in different domains, then the user of the local domain will be entered as the participant. The domain can be entered in the field with a backslash in front of the name. In this case, an input help with input options is needed.
If no user account can be identified, then no participant is entered.
Participants are also entered if a user is entered in such a field via the notification and action service.
Notifications, can be changed globally
- Activate the Notify option to define whether the field is supposed to be listed in the change log if a notification is issued.
The option is not available for all fields.
- Using Can be changed globally you can set whether the field can be changed simultaneously in multiple data records with Action/More actions
The option is not available for all fields.
Formatting and notes with the editor
You have the option of using a single Notes2 field for each data record type, text in this field can be formatted in a client using HTML. One such field is usually available for the data record types by default.
For your own data record types, you will have to create a suitable field.
- Enter the value notes2 in the Name field. Select the varchar Data type.
- If you activate the Allow formatting option for this field, then an editor will be displayed in the clients for users. This will enable you to set a font, images or hyperlinks can be inserted.
If the option has not been activated then the text is saved as unformatted plain text.
Title
- For the Title field you should create multilingual versions of the visible field names.
Fields for Telephone, Fax, E-mail addresses, and CAS genesisWorld Web
In CAS genesisWorld Web and the mobile apps, fields for telephones, and fax numbers as well as e-mail addresses show the titles in brackets. For example, you will see Business entered in the Telephone (business) field in CAS genesisWorld Web.
If you wish to display the full names in CAS genesisWorld Web and the mobile apps, then do not use brackets in the Title field.
When using brackets, we recommend that you use a unique name. Grouping fields under a suitable heading using the App Designer provides additional help for users.
Additional e-mail addresses for xRM e-mails
Users can select the recipients of their xRM e-mails using an e-mail address field, for example, the Default e-mail or the E-mail (business) fields.
CAS genesisWorld can contain more e-mail address fields than the default fields.
In xRM e-mails, users can select the available e-mail address fields of address data records if the following two conditions are met:
The name of the field must contain the following text: MailFieldStr, for example, NewMailFieldStr1.
The field must have the varchar data type.
Format tab
The Format tab is available for the datetime, float, and decimal data types.
In the lower part of the Preview tab you will see the respective settings displayed.
- For the datetime data type you should define the way you wish to display the Date and Time, and how precise you want them to be.
If the fields for the date and time are displayed for some users in a language other than that which is normally used in the client, then the system settings are probably the cause. Changed system settings require the user to log on to CAS genesisWorld again.
- For the float and decimal data types, you define the Decimal places and Duration.
- If you select the Currency option for the Decimal data type on the Format tab, then it is possible for you to use fields for amounts such as: Costs, Working time, Sum and so on.
If you create such a field, but do not yet have one for the currency, then you will notice that the Currency field (CURRENCYNAT) is created automatically.
Users will see that field offers a drop-down list which contains the field values which have been saved under the Miscellaneous area under Currencies.
In a user client, the value set in the Currency field (CURRENCYNAT) always applies for the whole data record. In opportunities, you can enter, for example, contribution margin values, item values, and so on. All values are displayed and calculated in the same currency.
- The set currency in a data record can be changed by users for the most data record types.
In the Miscellaneous area under Products you can configure whether is also possible as a data record type for an opportunity.