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Browse Support
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IntraNet Applications - Database
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Database provides IntraNet users with a simple database that allows for easy data entry and simple creation of reports and easy searching.
Creating a Database
Creating a Database is done the same way as creating any other application. Once the Database is created, the Form must be defined to create a structure for the database and then entries can be added. Each Database instance represents one database and subsequent databases that the user wishes to create must be done in separate instances of the Database application.
Creating a Form Section
Before any data can be added to the database, the user must first define it's structure using a Form. A database must have at least one Form Section to contain data elements; there is no limit to the number of Form Sections that may be created in a Database. To create a Form Section, select the database Administration, followed by Settings and then Form Designer. Enter a name and choose whether this section will be displayed as 1 or 2 columns, as shown:
Once a Form has at least one Form Section, the user may now begin creating fields, commonly referred to as 'Columns'.
Creating Fields
Once a Form Section has been created, data fields can now be added that will define the type or types of data that will be contained within the database. Following is a list of data field types and their functionality. (Label is the only mandatory field, marked (*).
Single Line Text Field
This is used to create a single line of text. Other attributes that may be set are:
Description - A description of the field's purpose.
Default Value - The value that is placed in this field by default.
Field Size - The width of the field as it is displayed on the form.
Maximum Characters - Limit the number of characters that may be entered in this field.
Value Required - Choose whether a value is required in this field in order for the entry to be saved.
Multi Line Text Field
This is used when multiple lines of text are required. Other attributes that may be set are:
Description - A description of the field's purpose.
Default Value - The value that is placed in this field by default.
Number of Rows and Number of Columns - These determine the width and height of your text area.
Value Required - Choose whether a value is required in this field in order for the entry to be saved.
Date Field
This is used to create a field to hold a date. Other attributes that may be set are:
Description - A description of the field's purpose.
Format - Choose an option from the drop-down box that corresponds with how the date is to be displayed.
Value Required - Choose whether a value is required in this field in order for the entry to be saved.
Time Field
This is used to create a field to hold a time. Other attributes that may be set are:
Description - A description of the field's purpose.
Time Format - Choose the way the time is to be displayed. Select 'Standard' for 12-hour and 'Official' for 24 hour time.
Display Timezone - Choose whether or not to display the timzone.
Value Required - Choose whether a value is required in this field in order for the entry to be saved.
Numeric Field
This field is used to hold numeric values and separators. Other attributes that may be set are:
Description - A description of the field's purpose.
Default Value - The value that is placed in this field by default.
Field Size - The width of the field as it is displayed on the form.
Maximum Characters - Limit the number of characters that may be entered in this field.
Decimal Places - Specify the number of digits that may be displayed after a decimal point. You may choose as few as one, or as many as six
Thousand Separator - Specify the character that will be used to separate thousands.
Decimal Separator - Specify the character that will be used in place of a period '.'.
Value Required - Choose whether a value is required in this field in order for the entry to be saved.
Currency Field
This field is used to hold currency. Other attributes that may be set are:
Description - A description of the field's purpose.
Default Value - The value that is placed in this field by default.
Field Size - The width of the field as it is displayed on the form.
Type of Currency - Select a currency from the drop-down bow provided.
Decimal Places - Specify the number of digits that may be displayed after a decimal point. You may choose as few as one, or as many as six.
Thousand Separator - Specify the character that will be used to separate thousands.
Decimal Separator - Specify the character that will be used in place of a period '.'.
Highlight Negative Number - Choose whether negative numbers will be signified using either highlighted text, or with a negative '-' symbol.
Value Required - Choose whether a value is required in this field in order for the entry to be saved.
Single-choice Radio Buttons
Radio buttons are used when one and only one choice is required. Other attributes that may be set are:
Description - A description of the field's purpose.
Use choices from existing list - If you already have a list of choices you would like to use for this field, you may specify that here. Simply left-click on the drop-down box to show the names of all Radio Buttons currently on the forum, and select the item that contains the choices you would like to copy.
Add List Items - Specify the options here by entering in the text for the option in the textbox. Each line represents a single Radio Button option.
Align - Choose whether the Radio Buttons shall be placed side-by-side or underneath.
Value Required - Radio buttons must ALWAYS have at least one item selected, therefore this option is always Yes.
Checkbox
This is used to place a single check-box option onto the form. Other attributes that may be set are:
Description - A description of the field's purpose.
Checked by Default - If this checkbox is checked, when information is being added, this field will be automatically checked, requiring the user to uncheck it if desired. The reverse will apply if this checkbox is unchecked.
Checkbox Text - Here, the user may specify text that appears after the checkbox.
Value Required - Choose whether a value is required in this field in order for the entry to be saved.
Drop-down List
Description - A description of the field's purpose.
Use choices from existing list - If you already have a list of choices you would like to use for this field, you may specify that here. Simply left-click on the drop-down box to show names of other Drop-down Lists currently on the form, and select the item that contains the choices you would like to copy.
Add List Items - Specify the options here by entering in the text for the option in the textbox. Each line represents a single Radio Button option.
Value Required - Choose whether a value is required in this field in order for the entry to be saved.
IntraNet User List
This field will place a drop-down list onto your form which will contain the names of all IntraNet users. Other attributes that may be set are:
Description - A description of the field's purpose.
Default Value - The value that is placed in this field by default.
Link to User Profile? - Enabling this feature places a link to the profile of the user currently being displayed when the database is being viewed. Disable this feature for the name to be plain text with no link.
Value Required - Choose whether a value is required in this field in order for the entry to be saved.
Web Address
This field will place a URL onto your form. 'http://' will be at the beginning of the textbox. Other attributes that may be set are:
Description - A description of the field's purpose.
Default Value - The value that is placed in this field by default.
Field Size - The width of the field as it is displayed on the form.
Maximum Characters - Limit the number of characters that may be entered in this field.
Value Required - Choose whether a value is required in this field in order for the entry to be saved.
Email Address
This field places a textbox on the form that must contain an email address in order for the entry to be saved. Addresses must be in the format of nameto@provider.XXX. Other attributes that may be set are:
Description - A description of the field's purpose.
Default Value - The value that is placed in this field by default.
Field Size - The width of the field as it is displayed on the form.
Value Required - Choose whether a value is required in this field in order for the entry to be saved.
Image/Photo
This field places a field on the form that allows users to browse files to include a picture file with an entry. Other attributes that may be set are:
Description - A description of the field's purpose.
Maximum Height - The maximum height allowed for the picture that is being uploaded.
Minimum Height - The minimum height allowed for the picture that is being uploaded.
Value Required - Choose whether a value is required in this field in order for the entry to be saved.
Data Connector
This field allows the user to place a field on the form that will link to an entry in another Database on IntraNet. A database may only be referenced once per form in this way. Other attributes that may be set are:
Description - A description of the field's purpose.
Data Manager - This field allows the user to specify which Database to reference. (You may also choose to include all data from the referenced Data Manager, by checking the checkbox underneath this field.)
Field - Specify the field that will be linked to by the Data Manager
Link to Record - Enabling this feature turns the text shown on the form view into a link to the corresponding entry.
Value Required - Choose whether a value is required in this field in order for the entry to be saved.
Blank Space
This field enables the user to put space between fields on the form.
Rich Text Area
This field allows the user to place text on the their form. This feature is useful for making information or instructions available to other users who may be entering data into this Database. When created, this field will present the user with the IntraEditor application, that can then be used to define the text that will be displayed on the database form.
Adding Entries
Once the form has been created entries may now be added. This is done on the Form tab in the main view of the Database. Fields that have been signified as 'Required' will be signified with a red asterisk (*). When all required fields have been filled, the user can click the 'Save' button to save and be redirected to the list of entries. Alternatively, the user may select 'Save and Add Another' to remain on the Add Entry form.
Each entry in the database will be assigned an incremented index value within the database. The user may choose to begin each entry with a 3-letter prefix to differentiate between entries. To use this feature, select the 'Add ID Prefix' button within the Form Designer. Enter the 3 letters in the textbox and click 'Save'.
As with other IntraNet applications, you may cut, copy, paste, delete and reorder items in the Form Designer using the buttons provided. Form fields may be re-ordered and moved from one Form Section to another.
Creating Reports
Creating Reports is an excellent way to provide a customizable overview of information contained in a database. Reports are created from the Reports tab, and can be made available for viewing by other IntraNet users quickly and easily. Click on the 'Create Report' button to being creating a Report:
Report Name - Specify a name for the report.
Available Fields - This is where the user will specify the fields from the database that they would like to be included in the Report. The left-side listbox, titled 'Available Fields', shows all fields in the database; the user can simply double-click on items they wish to include, or select them and click the blue arrow pointing to the right-side listbox. The right-side listbox, titled Included in Report contains all fields that have been selected to be included. The user may also de-select a field by double-clicking it's name in the right-side listbox, or select it once and use the left-pointing, blue coloured arrow.
Include Date Created - Include a field in the report that shows the date on which the entry was created.
Include Date Modified - Include a field in the report that shows the date on which the entry was last updated.
Include Form ID - Include the ID of the entry in the report.
Show Gridline - Select 'Yes' to show a gridline around the table when the report is viewed.
Word Wrap Columns - Select 'Yes' here to word-wrap columns if the text is too large for it to be displayed on one line.
Sort By - This allows the user to specify which field will be used to order the database. Entries will be shown alphabetically, in descending order.
Group By - This allows the user to select a field that will be used to organise the report. This feature works best with fields that will have identical values in multiple entries, such as a city in an address (a database of locations could then be used to create a report that shows each location by City, as shown.)
The form above will create a report containing Name, Street Address 1, City and Owner. It will be grouped by City and finally ordered by Name:
Searching the Databases
Database has a Search option that allows users to query a database and return entries matching specified criteria.
Begin a search by selecting the 'Search' tab. This will show the user a form containing all the fields in the database. From here, the user may then select a field to search on by simply entering a value in the textbox adjacent to it's name. For multiple search criteria, the user may also specify whether returned entries should match either all or just one of the criteria in the search.
After selecting the criteria to be used in a search, the user may also choose whether to search only the main database, or to include any subfolders. Include sub-content by using the button marked 'Search Sub Content' to initialize the search.
In the following example, the user wishes to search for all hotels in 'Manchester', with 'Green' in the name:
Database will return a list of entries based on the view style specified in the List Designer.
Once the user has navigated away from the search results, IntraNet will remove the results from view.
Other Database Options
As with other IntraNet applications, users may set Routing, Access Rights and Auto-Notification. These are all accessed from 'Administration'. Other Database options that may be configured include:
Changing the Default View Style
Users may change how a Database is viewed when selected. 'List View' shows a list of entries currently in the database. This style of view can be fully customized by selecting Administration, followed by the Settings tab, and finally 'List Designer'. This tab has a small form which allows users to decide which fields from the database will be seen when viewed and how the entries are sorted.
Database Security
Database has 2 options to allow IntraNet administrators to limit items that are viewable by other users. From Administration, and Properties, the user may select Public or Private. Public will allow everyone with 'Read' access rights to view all database entries. 'Private' limits the user's viewable entries to those that have been created by them only.
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