Add and update resource template fields

The Data Type option lets you specify exactly what type of information should be entered into a particular field when users add or edit resource records.

• Currency: Used for capturing monetary values. The format of the field will conform to the Currency Format that has been selected for your district.
• Date: Used for capturing dates. The format of the field will conform to the Date Format that has been selected for your district: mm/dd/yyyy or dd/mm/yyyy.
• Drop-down List: Used when you want to ensure that information for a particular field is entered consistently. When this option is selected, you also need to choose or define a custom drop-down list for the field to appear. Each option in the drop-down can contain a maximum of 50 characters.
• Memo: Used when the field needs to be able to accept lengthy text or combinations of text and numbers. This field can accept a maximum of 1,000 characters.
• Number: Used when you want to capture values that might be used for calculations. Number fields can accept up to 15 positive whole numbers (no negative values or decimals).
• Text: Used when the field needs to be able to accept both text and numbers, as well as numbers that will not require calculations, such as phone numbers. This field can accept a maximum of 50 characters.
• Yes/No Checkbox: Used when there is a simple yes/no question that needs to be answered about a particular type of resource. By default, the checkbox is not selected for new resource records (which means No).

Note: Once you start adding resource records to the system, changing the Data Type can have serious repercussions, unless the data types are compatible. For example, almost any data type can be converted to the Text, Drop-down List or Memo data types without any data loss; however, switching from Memo (1,000 characters max.) to Text (50 characters max.) is likely to result in some data truncation. On the other hand, any data entered in field that is currently defined as a Yes/No Checkbox will be lost if the field is converted to a Date.

The importance of a field dictates whether fields are Required or Optional when adding or editing resources and items. If a field is Required, users will not be able to save a record if there is not an appropriate value in that field. The only exception to this rule are the fields with a Data Type of Yes/No Checkbox, since requiring them to be selected would defeat the purpose of the field. Additionally, all required fields are listed first on the forms when adding and editing resources and items.