Data Types

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Data types allow users to populate validated data to curate a dataset that can be easily queried, organized, and aggregated.  

Attachment: Upload a document to associate to the record.

  • Upon attaching a document to a form question of this type and saving the form, the attachment will appear as an Associated Document, not a form answer. Similarly, the Attachment question is not visible in the detail form view.

Checkbox: Toggle to indicate between true and false.

  • Checkbox data fields will display the required asterisk, as this data type does not allow for null values; the only two options are ‘yes’ or ‘no’.

Color: Choose a color.

  • The color selection tool is controlled by the browser.
  • In Chrome, adjust the far-right intensity gradient first to view and select non-black colors.

Coordinates: Enter the values into the Latitude and Longitude fields.

  • Click the location icon at the end of the field to set your current location.
  • Assetas does not recommend creating an Asset Attribute with the data type of Coordinate; there is a dedicated Locations section of the Asset record to capture the location of the asset.

Date: Type the date directly using the mmddyyyy format. Browsers will also apply their own native date picking functionality.

  • The value entered will be saved without any adjustments based on the time zone due to lack of time information.
  • Form date fields are often defaulted to the current date.

Date & Time: Enter the date and time directly using the mmddyyyyhhmmss(a/p) format.

  • Depending on the browser, the users may or may not be able to update the seconds values.
  • Enter the time in your local time zone, which is managed in your preferences. Hover over the clock icon to see the current time zone.
  • Form date and time fields are often defaulted to the current date and time.
  • Click away from the Time field to allow the software to recognize and save your entry.

Dropdown List: Choose the desired value from the dropdown list. If the dropdown list contains over 250 items, the question will appear as a search control where 3 or more characters must be entered to locate the desired item. For dropdown lists with 250 or fewer items, the full list of items will display for selection.

  • If you select this data type, you must also populate either the “List” or “List Values” field.

Email Address: Enter a valid email address.

Informational Message: Display text field with entry from user. This is used to provide additional information or directions.

Money: Enter the currency amount in multiples of 0.01.

  • Currency amount is to be assumed in USD, unless a secondary field is configured to capture currency variations.

Month: Enter the month name (e.g., January) and the 4-number format of the year (e.g., 2020).

  • Browsers will also apply their own native date picking functionality.

Number: Enter the number, which may be validated based on character count and/or decimal precision.

  • Depending upon your browser, scrolling on your mouse may cause the number to change after entry. Click out of the answer box before scrolling.

Photo: Attach a photo to this answer.

  • Photos in forms will be resized to 1920×1080 if this reduces file size.

Radio Button: Select the desired item.

  • Upon selecting this data type, populate either the “List” or “List Values” field.

Range: Slide the scale to the appropriate value.

Scanner: Scan or manually enter a tracking code of an asset or a contact.

  • The system will evaluate assets for a match first. If the tracking code is not matched to an asset, the system will evaluate contacts second. Note, RFID hexadecimal codes are evaluated natively in the scanner question type.
  • Instructions:
    1. Create one question with a dropdown list that references a list of existing Assets or Contacts. Select “Allow Multiple Answers” if users will be scanning multiple records at once. You may create separate questions to capture both scanned Assetas and Contacts in a single form.
    2. Create one question with the “Scanner” data type and configure the question to “Input Scanned Assets to” and/or “Input Scanned Contacts to” the corresponding questions created in Step 1.
    3. Position these questions such that scanner-based question is directly above the asset and/or contact list(s). Once a tracking code is scanned or manually entered, the value(s) will populate into the corresponding asset or contact question. This will allow users completing this form to immediately review the data matched to the tracking code(s). 

Signature: Sign your name in the box. Select “Accept Signature” to retain the image for submittal; otherwise, select “Clear” to complete that field again.

  • The “Accept Signature” function commits your image to the form. This is most valuable when working manually from a tablet to ensure entries do not have unintentional marks.
  • If there is an error in the form upon submittal, you may find that the signature box is now empty. Please correct the errors, click the Clear button under the Signature box, sign your name, and select Accept Signature prior to resubmitting.
  • Signature images will be resized to 1024×768 if this reduces file size.

Telephone Number: Enter a valid phone number.

  • Due to the varying phone number formats, there is no validation on the format. Please take care to enter the phone number correctly.
  • When the number of digits matches a typical format, the system will format the phone number as follows:
    • 7 digits: 123-3456
    • 10 digits: (123) 456-7890
    • 11 digits: 1 (234) 567-8901
    • 12 digits: 01 (234) 567-8901
    • 13 digits: 001 (234) 567-8901

Text: Complete the requested description.

  • Text fields configured for 250 characters or less will show on one line, while text fields configured for greater than 250 characters will provide a larger text box, whose height can be adjusted by selecting the lower right control.

Time: Enter a valid time. Browsers will apply their own native time picking functionality.

  • The value entered will be saved without any adjustments based on time zone due to lack of date information.
  • The browser will control whether the user is able to update the seconds values.

URL: Enter a valid website with the appropriate prefix such as http://ftp., or http://.

  • Valid URLs will become hyperlinks when viewing records and reports.

Week: Enter the week number and the year.

  • Browsers will also apply their own native date picking functionality.
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