Creating New Elements

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Contents


Elements Explained

An element could best be explained as an item on a page such as a text box, drop down, option box, or button. This is exactly what we create when we select create element.

Once an element has been created, this will need to be added to the screen layout.
Please see Modifying Screen Layouts for more information on this.

The Relationship between Objects and Elements

The Subscribe-HR System is an object orientated system. Every page is an object. If we were wanting to create a new page we would be creating a new object in the system.
An Element is an item on a page. Items are required to be linked to a page (otherwise known as an Object).
This is enforced by requiring that an Object be selected first before an Element can be created.
Example: If I want to create a new element and add this to the Employee Medical form, I would have to select Objects, locate the Object called Employee Medical and then select Elements.

Creating New Elements

  1. After logging into the Subscribe-HR HCM Platform, select the Development Folder on the left hand side navigation.
  2. Select the Objects folder.
  3. Select the Object you wish to create the element on.
    If you wish to create a new object please see the documentation Creating New Objects.
  4. Select the Elements sub folder.
  5. Select the [Add new record] button.
  6. Enter the Element name in Title Case. This should be a name that you can easily identify what the element is. Example: Item Serial Number.
  7. Select the Element Record Type. This defines what type of element will be used.
    This is explained below, however not all the following attributes are available to all Element Record Types.
    Example: Decimal Places would relate to Type Number, but not Test.
  8. Enter the Element label. this is the text that you wish to appear next to the element. Example: First Name: .
  9. Select the required Optional Field Attributes listed below these steps which relate to the Field Type selected.
  10. Select the Groups that can Edit this element. You are selecting your defined user groups as being able to edit the save values in this element.
  11. Select the Groups that can View this element. You are selecting your defined user groups as being able to see this element on a page.
    This is a good feature and can be used for Example: in scenarios where only HR Managers may only be able to edit and see comments on a page, self service users cannot see the comments.
  12. Select the Self-Service Manager that can View this element. You are selecting your defined user groups as being able to see this element on a page.
  13. Select the Self-Service Manager that can Edit this element. You are selecting your defined user groups as being able to edit the save values in this element.
  14. Enter any element Help.
  15. Select the [Save] button.

Mandatory fields are marked with Red Asterisk, the record will not be saved unless mandatory fields are filled in first.

Optional Linking Field Attributes

Assigning the data source to an element

When creating an element within Subscribe-HR you have an option to pick a data source; this defines where the element will get its information from, whether it be from a code library you have created, Entity, User list or Recruitment Contacts list. Each of these work a little different as outlined below:

  • Code Library
    • A Code Library is a container for the options available for Drop-down and Multi-select elements. Linking to a Code Library then allows the element to use the Codes inside as selectable items. Most often, a Code Library will be named the same as the element linking to it. You can find more information on the creation of Codes and Code Libraries here.
  • Entity
    • Entity refers to an Object held elsewhere in the system. Selecting this item will allow you to link to that Object, allowing each record to become an option in your Drop-down or Multi-select field.
  • User List
    • The User List option allows you to link to the list of User accounts. Each User Account record then becomes an option for your Drop-down or Multi-select field.
  • Recruitment Contacts list
    • This source allows you to choose options from the Recruitment Module's Recruiters/Contacts object. This allows you to create additional records in this object specifically for the use of this fields, without linking to a system object or the User Accounts list.


Optional Field Attributes

  • Check the Do Not Track History flag if you wish the system to not record any changes to this field in the Show History button at the bottom of a page.
  • Check the Mandatory field if you wish to make this element a field that must be filled in before the record can be saved.
  • Check the System Generated (non-editable) if the field is to be fully maintained by the System. It will be View only when on modifying screen.
  • Check the Not editable after the value is saved field if you do not want to be able to edit the value saved in the element. This is often used for creating unique identifiers in a record set.
  • Check the Do not show on create form if you do not want this element to appear when you select the [Add new record] button.
  • Check the Display on search results if you want the data saved in this element to appear in the object search list.
  • Check the Use for quick search if you want to be able to search on this data using quick search in list all forms. Note: selecting too many fields may impact performance of your system. Please limit selection to 5 fields per object.
  • Check the Create index if you want to create index on the field for query optimisation. Note: creating too many indexes will impact your storage quota.
  • Check the Mask Value if you wish to hide the actual value in the element. This will appear as ****.
  • Check the Display on Bread Crumbs if you wish for this elements saved value to appear in the breadcrumb trail.
  • Check the Enable Datepicker to select the Date from a popup window.
  • Check the Enable Timepicker to select the Time from a popup window.
  • Check the Enable Rich Text Editor to switch on options to be able to format the text (ie. Bold, Italic, Font & Size, etc).
  • Check the Enable Autocomplete to enable dropdown History of previous data entered in this field.
  • Check the Entity Enable Filter option to enable permission-based filters to be applied to the list of options before it is displayed to the user. This requires the Entity option selected in the Data Source field.
  • Enter the Minimum Field Length in characters.
  • Enter the Maximum Field Length in characters.
  • Enter the Field Width(pixels) to set the width of the input field.
  • Enter the Field Height(pixels) to set the height of the input field.
  • Enter the Decimal Places to set the number of decimal places.
  • Check the Boolean Display Type & select either Checkbox or Drop Down (Yes/No).
  • Check the Resize Image & enter the Resized Width & Resized Height.
  • Enter the Default Value if required.
  • Determine whether to Compress if a long text field. This will reduce data size for that field.
  • Check the Exclude from Cloning to ensure this element isn't copied when a record is cloned.


Setting the Order in Which Fields are Displayed

When linking a Dropdown or Multiselect field to an object, the option for which fields will be visible in the field will appear. Selecting each option will move them to a list below the field picker. The order in which they appear in the field is determined by the order in which they are selected.

Each field can be removed by selecting the X.

Attachment Size Limit

When creating or editing an Attachment element, an additional field will be visible. This field is Maximum Upload Size (KB). The user can set the maximum allowed size of attachments for this attachment element using this field. The size is in Kilobytes. There are 1024KB in one MB.

If a size limit is specified, it will be shown with the field on the form for when a user attempts to upload a file. A limit of 0 denotes no limit.

Element Types

Text Element Type

The text element type can record up to a maximum of 65535 characters. If you require more text you should consider using the Long Text element type.


Number Element Type

The number element can only store numeric values and can have up to 8 decimal places.


Date Element Type

The date element can only store the date, in the local settings format.
By enabling the date picker you are enabling the ability to click in this field and have the calendar show.
If you require Date and Time please use the Data and time element type.


Date and time Element Type

The Date and time element can only store the date and time, in the local settings format.
By enabling the date picker you are enabling the ability to click in this field and have the calendar show. The calendar can select the time also.


Email Element Type

The Email element can store alpha and numeric values, however, has validation to check if this is a valid email address. The validation checks for @ and .


URL Element Type

The URL element can store alpha and numeric values however has validation to check if this is a valid URL.


Currency Element Type

The Currency element can store numeric values with up to 8 decimal places.


Percentage Element Type

The Percentage element can store numeric values with up to 8 decimal places.


Long Text Element Type

By enabling the rich text editor you are switching on options to be able to format the text (ie. Bold, Italic, Font & Size, etc). Long text elements can store large amounts of text.


Drop down Element Type

The Drop down element type requires to be linked to a data source. Assigning the data source to an Element Please refer to ASSIGNING THE DATA SOURCE TO AN ELEMENT section for more information. Disclaimer: This field type will display up to 10,000 options. If you would like to access more options please convert field type to autocomplete.


Boolean Element Type

The Boolean element type is a YES / NO or 0 / 1 option.
Booleans have the option of being a check box which when checked = true and unchecked = false
Booleans can also be a drop down, however this is not configurable and you only have the choice of YES or NO


Attachment Element Type

The Attachment element type allows the uploading of either a single file or multiple files to the server per record.


Image Element Type

The Image element type is a placeholder for an image, this allows the uploading of PNG, JPG or GIF image formats.
The resized feature is handy to use especially when you need to control what the screen may look like if a large image was uploaded.


Time Element Type

The time element type stores time only.


Multiselect Element Type

The Multiselect element type requires to be linked to a data source. Please refer to Assigning the data source to an Element section for more information. Disclaimer: This field type will display up to 10,000 options. If you would like to access more options please convert field type to autocomplete.


Auto-Complete

The Autocomplete field type is an adaptable field type designed for working with large amounts of entries in a field. This field can work as a text field, a dropdown or a multi-select. The user will begin searching for a result in the field, and it will provide auto-complete options.


Integer

Allow sorting of whole numbers.


Secure Data Field

Allows you to store encrypted data. E.g. API Keys, Passwords etc.



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