Creating New Elements

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 portal, select the Development TAB.
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 Entity User List Recruitment Contacts list

The Link to User Object option is available on Drop down and Multiselect elements.
By linking a drop down or multiselect element to the User Object means that the drop down or multiselect element will be populated with all users in the system.

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 searching if you want to be able to search on this data from the search list.
• Check the Use for predictive text searching if you want to enable predictive text search on this element.
• 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 Link To User Object see Using the Link to User Object option for more details.
• Check the Link To Contacts to display dropdown of all Users, Managers & Agents.
• Check the Link To Code Library see Using the Link to Code Library option for more details.
• Check the Link To Object see Using the Link to Object option for more details.
• 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 255 characters. If you require more text you should consider using the Long Text element type.
Variables for this element:

• Mandatory
• System Generated (non-editable)
• Not editable after the value is saved
• Do not show on create form
• Display on search results
• Use for searching
• Use for predictive text searching
• Mask Value
• Display on Bread Crumbs
• Enable Autocomplete
• Minimum Field Length
• Maximum Field Length
• Field Width(pixels)
• Default Value

Number Element Type

The number element can only store numeric values up to the maximum length of 255 characters.
Variables for this element:

• Mandatory
• System Generated (non-editable)
• Not editable after the value is saved
• Do not show on create form
• Display on search results
• Use for searching
• Use for predictive text searching
• Display on Bread Crumbs
• Enable Autocomplete
• Minimum Field Length
• Maximum Field Length
• Decimal Places
• Default Value

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.
Variables for this element:

• Mandatory
• System Generated (non-editable)
• Not editable after the value is saved
• Do not show on create form
• Display on search results
• Use for searching
• Use for predictive text searching
• Display on Bread Crumbs
• Enable Datepicker
• Enable Autocomplete
• Field Width(pixels)
• Default Value

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 cannot select the time.
Variables for this element:

• Mandatory
• System Generated (non-editable)
• Not editable after the value is saved
• Do not show on create form
• Display on search results
• Use for searching
• Use for predictive text searching
• Display on Bread Crumbs
• Enable Datepicker
• Enable Autocomplete
• Field Width(pixels)
• Default Value

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 .
Variables for this element:

• Mandatory
• System Generated (non-editable)
• Not editable after the value is saved
• Do not show on create form
• Display on search results
• Use for searching
• Use for predictive text searching
• Mask Value
• Display on Bread Crumbs
• Enable Autocomplete
• Minimum Field Length
• Maximum Field Length
• Field Width(pixels)
• Default Value

URL Element Type

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

• Mandatory
• System Generated (non-editable)
• Not editable after the value is saved
• Do not show on create form
• Display on search results
• Use for searching
• Use for predictive text searching
• Mask Value
• Display on Bread Crumbs
• Enable Autocomplete
• Minimum Field Length
• Maximum Field Length
• Field Width(pixels)
• Default Value

Currency Element Type

The Currency element can store numeric values only to a maximum of 255 characters.
Variables for this element:

• Mandatory
• System Generated (non-editable)
• Not editable after the value is saved
• Do not show on create form
• Display on search results
• Use for searching
• Use for predictive text searching
• Display on Bread Crumbs
• Enable Autocomplete
• Minimum Field Length
• Maximum Field Length
• Field Width(pixels)
• Decimal Places
• Default Value

Percentage Element Type

The Percentage element can store numeric values only to a maximum of 255 characters.
Variables for this element:

• Mandatory
• System Generated (non-editable)
• Not editable after the value is saved
• Do not show on create form
• Display on search results
• Use for searching
• Use for predictive text searching
• Display on Bread Crumbs
• Enable Autocomplete
• Minimum Field Length
• Maximum Field Length
• Field Width(pixels)
• Decimal Places
• Default Value

Long Text Element Type

The Long text element can store alpha and numeric values.
By enabling the rich text editor you are switching on options to be able to format the text (ie. Bold, Italic, Font & Size, etc).
Variables for this element:

• Mandatory
• System Generated (non-editable)
• Not editable after the value is saved
• Do not show on create form
• Use for searching
• Enable Rich Text Editor
• Enable Autocomplete
• Minimum Field Length
• Maximum Field Length
• Field Width(pixels)
• Field Height(pixels)
• Default Value
• Compress

Drop down Element Type

The Drop down element type requires to be linked to a code library.
This is where the drop down will get its values from. See the Adding Data to the Code Library for more information.
Linking to the code library After the Drop down element is created check the Link to code library checkbox, this will display a drop down called Code library entry, select from the drop down the desired code library.
Variables for this element:

• Mandatory
• System Generated (non-editable)
• Not editable after the value is saved
• Do not show on create form
• Display on search results
• Use for searching
• Display on Bread Crumbs
• Enable Autocomplete
• Link To User Object
• Link To Contacts
• Link To Code Library
• Link To Object
• Field Width(pixels)
• Field Height(pixels)
• Default Value

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
Variables for this element:

• System Generated (non-editable)
• Not editable after the value is saved
• Do not show on create form
• Display on search results
• Use for searching
• Enable Autocomplete
• Boolean Display Type
• Default Value

Attachment Element Type

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

• System Generated (non-editable)
• Enable Autocomplete
• Use Simple Attachment

Image Element Type

The Image element type is a placeholder for an image, this allows the uploading of a popular format of an image, and for this to be displayed on the screen.
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.
Variables for this element:

• System Generated (non-editable)
• Enable Autocomplete
• Resize Image

Time Element Type

The time element type only allows numeric characters, and stores the time only.
Variables for this element:

• Mandatory
• System Generated (non-editable)
• Not editable after the value is saved
• Do not show on create form
• Display on search results
• Use for searching
• Use for predictive text searching
• Display on Bread Crumbs
• Enable Timepicker
• Enable Autocomplete
• Field Width(pixels)
• Default Value

Multiselect Element Type

The Multiselect element type allows for selecting of multiple options. Multiselect need to be linked to the code library.
Variables for this element:

• Mandatory
• System Generated (non-editable)
• Not editable after the value is saved
• Do not show on create form
• Use for searching
• Display on Bread Crumbs
• Enable Autocomplete
• Link To User Object
• Link To Contacts
• Link To Code Library
• Link To Object
• Field Width(pixels)
• Field Height(pixels)
• Default Value

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.
Variables for this element:

• Mandatory
• System Generated (non-editable)
• Not editable after the value is saved
• Do not show on create form
• Use for searching
• Display on Bread Crumbs
• Enable Autocomplete
• Link To User Object
• Link To Contacts
• Link To Code Library
• Link To Object
• Field Width(pixels)
• Field Height(pixels)
• Default Value