Type and status: Functions and examples

The Type and Status fields can usually be used in all data record types.

However, the Type and Status fields as well as their associated functions are only available in the Premium Edition. Your administrator manages the settings for this in the Management Console.

Special data record types used in your company, may well use the Type and Status fields.

You can manage different company processes more effectively by using these two fields together with input help and the associated functionality.

Examples

Consistently storing data records with input help

Different addresses are recorded uniformly: you can enter all of the following in the Type field: customer, supplier or employee.

Other entries are displayed in the Status field depending on the entry you selected in the Type field.

And by using the Input help options for the fields, you always have the right Type and the right status.

Input help options are defaults for specific fields in data record windows, for example, for business sectors in the Sector field.

The administrator defines input help options in the Management Console and can determine whether users can add any additional values to the already existing default values.

Recording all necessary data with mandatory fields

Depending on the type and status of the address, certain fields become Mandatory fields.

If you open a data record and you see one or more mandatory fields, the corresponding mandatory fields are checked while saving the data record. In order to save the data record, you must fill in these mandatory fields.

In other cases, mandatory fields are not checked, such as when importing data records when you use the action service or when automatically entering primary links when archiving e-mails.

Mandatory fields can depend on specific entries, for example, in the Type and Status fields. Thus, certain fields can automatically become a mandatory field, for example, if a specific Type or Status is selected.

The administrator defines all settings for mandatory fields in the Management Console.

Uniform lists display suitable data records

You can create lists for certain teams or departments thanks to the clearly defined values in the Type or Status fields, by entering mandatory values or through other specific fields.

A few simple filter conditions are sufficient. List view formats show the important fields for the respective work processes.

Using view formats, you define which fields are displayed. The lists and view formats can be pre-defined by the administrator.

Recording different data records with suitable tabs

In the data record window, specific tabs are hidden, or additional tabs are displayed, depending on the value you choose in the Type field.

Functions for users

For some fields, only one selection will be possible, for others, you will have the choice of multiple selections. Input help also enables you to display values in multiple languages.