Fields you will encounter in the User Interface

What type of field is this?

	Field Type	Details
	Attachment	An Attachment field links the current record The record currently displayed in Details View or highlighted in List View (there is a faint dotted line around it). It is only possible to have one current record at a time. to another record in the same or another module. An Attachment field can be identified by the magnifying glass icon: to make a link, we search for the required record.
	Date	Date fields are identified by the Calendar icon .
	Lookup Lists	Lookup Lists are identified by the following icon .

Attachment fields

An Attachment field links the current record The record currently displayed in Details View or highlighted in List View (there is a faint dotted line around it). It is only possible to have one current record at a time. to another record in the same or another module. An Attachment field can be identified by the magnifying glass icon.

To make a link, we search for the required record by entering a value in the Attachment field. In this example, the Name field links to a record in the Parties module:

Enter a value in the field and click the field icon or press the Enter key:

If only one result matches the value entered, the field is auto-completed:

If more than one value matches:

a pop-up displays with a list filtered to potential matches:

Date fields

Date fields are identified by the Calendar icon . The required format for the date is indicated:

Date field

The simplest way to add a date is to key it in the format shown:

As we see, when the cursor is in a date field, several tools become available offering alternative ways to enter a date.

One option is to tap / click each component of the date (e.g. dd), and use to increase / decrease the number.

Alternatively, select a date from the calendar:

Click / tap the arrow to reveal the calendar.
Select the month / year:
Either:
1. Use the arrow heads to move forward / back by one month per click / tap:
2. Click / tap the required day.
Or:
1. Click / tap beside the current month & year to reveal a scrollable list of years.
2. Scroll back / forwards to another year.
3. Select the required year:
4. Select the required month:
5. Select the required day:

Default Values

A default value:

is a value that displays in a field whenever a new record is added to a module;
is the most commonly used value in a field and is intended to save time and effort during data entry;
is not a mandatory value and can therefore be overwritten at any time during data entry or editing.

For example, when we create a new Parties record, there might be a default value in the Party Type field of Person:

Often, when creating a new Parties record, the Party Type is Person and having a default value saves time and effort. If you are adding a Parties record for an organization, you would simply change the value in this field.

When creating a new record, multiple default values can be set.

Lookup Lists

Also known as a Pick List or Authority List, a Lookup List is a list of the values that have either been used or are suggested for use in a field. Rather than keying a value into the field, it is possible to pick a value from the Lookup List; the selected value will populate the field. Benefits of selecting a value from a Lookup List rather than keying a value directly into a field include:

Less typing.
Consistent spelling of values entered in fields.
Use of the correct (approved) terminology when running a search or editing a record, e.g. Sales Person not Salesman.

Lookup Lists are maintained by the System in real time: if a new value is added to a Lookup List field (and permissions allow the addition of new values), the value is added to the Lookup List; if a value is no longer used in a Lookup List field (and it is not set to Persistent), the value is removed from the Lookup List automatically.

Note: Full details about Lookup Lists can be found in here.

Lookup Lists are assigned permissions to control how values are added

Permissions assigned to Lookup Lists determine whether users can add values to the list and, if so, whether they are prompted to confirm any new value added:

Permission	Description
ReadOnly	Users do not have permission to add values to the Lookup List. If a new value is entered into a field, a warning message will display.
ReadWrite (with prompt)	Users have permission to add values to the Lookup List but will be prompted before a new value is added.
ReadWrite (without prompt)	Users have permission to add values to a Lookup List and can do so without being prompted.

There are seven permutations of these three permissions:

ReadOnly
Skip
ReadIgnore
ReadWrite
WriteIgnore
AutoWrite
AutoWriteIgnore

System Administrators assign permissions to Lookup Lists with the Lookup Registry entry.

Values in a Lookup List can be Hidden or Persistent

A Lookup List is a list of values that have either been used or that are suggested for use in a field. In other words, a Lookup List can be built from values keyed by users into a field and / or it can be pre-loaded with values.

A value can be selected from a Lookup List when running a search, adding or editing a record.

Values in a Lookup List can have one or both of the following attributes:

Value	Description
Persistent	A value defined as Persistent remains in the Lookup List even if it is not currently used in any record. For example, suburb, county and country names may exist in a Lookup List, even if there are no records that currently use these values.
Hidden	A value defined as Hidden is visible in Search mode but not in Insert mode. In this way it is possible to search for legacy values but not to add them to records. For example, KE Software has changed its name. New records should no longer use this organization name, but there are several existing records that do. In order to prevent users from selecting this value when adding new records, the value is marked as Hidden.

Value

Description

Persistent

A value defined as Persistent remains in the Lookup List even if it is not currently used in any record.

For example, suburb, county and country names may exist in a Lookup List, even if there are no records that currently use these values.

Hidden

A value defined as Hidden is visible in Search mode but not in Insert mode. In this way it is possible to search for legacy values but not to add them to records.

For example, KE Software has changed its name. New records should no longer use this organization name, but there are several existing records that do. In order to prevent users from selecting this value when adding new records, the value is marked as Hidden.

Working with Lookup Lists

Lookup Lists are identified by the following icon :

Lookup List

To select a value from a Lookup List

Tap / click the Lookup List button in a field.
A pop-up selection box will display with a list of values suggested for the field:
(Optional) Filter a Lookup List by entering letters before opening the Lookup Selection box
You can reduce the number of values that display in a Lookup Selection box by entering letter(s) into a Lookup List field before opening the Lookup Selection box.
For example, if you enter a in the Role field:
and press Enter or click the Lookup List button, when the pop-up displays, it will be filtered to values starting with a:
If there is only a single match for the value entered, the pop-up will not display and the field will auto-complete1. In this example we enter act and press Enter:
As only one value matches, the field is auto-completed:
Locate the value you are after by scrolling through the list (use the scroll bar or the keyboard arrow keys)
-OR-
Begin entering the required value in the Search field; the list of values will be filtered as you key letters.
Tap / click the required value.
The selected value will be entered into the Lookup List field.

If the value you want to enter is not in the Lookup List and you have permission to enter the value, simply key the value into the field:

If the Lookup List is ReadWrite, the value will be added to the Lookup List when the record is saved.
If the Lookup List is ReadOnly, you will not be able to save the new value and will need to select an existing value.

Mandatory fields

It is possible to make one or more fields in a module mandatory. If an attempt is made to save a record without adding a value to a mandatory field, a warning message will display and the cursor will move to an incomplete mandatory field.

Summary Data

Every record has a Summary Data field. Summary Data is a combination of key data in a record (taken from one or more fields). Which field or combination of fields in a module is used to make up Summary Data can be specified by each institution (and implemented by Axiell developers).

In the Parties module, the Summary Data for a Person is typically a combination of data drawn from:

Last Name
First Name
Title
Institution

Summary Data displays above the record when a record is viewed in Details View:

Summary Data

Search terms entered in the Search form are queried against Summary Data (a record is returned if your search term matches a value in the record's Summary Data).

Multimedia

Multimedia is managed on the Multimedia Record Section in most EMu modules. Here we see a record in Details View (a record was selected following a search):

When viewing record details we have the option to:

Select a thumbnail to view the image in a pop-up window.
Select the Download icon to download the media file to your device's Downloads folder2.

Here we see a Parties record being edited:

When adding a new record or editing an existing record, the following options are available when working with multimedia:

1. Options (Sort and Remove media from the current record)

Options include:

Multimedia options

Resources can also be removed using the Resource options (see below).

4. Upload media and attach it to the current record

The Upload Media option is used to upload a single media file to Axiell Go and attach to the current record:

Select Upload Media to display the Upload New Media window3:
Versions of Axiell Go older than version 9.1
The Open (or equivalent) dialogue box will display, allowing you to locate a media file and upload it to Axiell Go:
1. Locate and select the resource (on your local file system, network drive, cloud, etc.).
2. Select Open (or the equivalent button in the dialogue box) or double-click the selected resource(s).
Drag a media file from your device to the area indicated (Drag the file here), or click Upload Media to locate the file on your device.
Add a title to the Title field.
Adding a title is mandatory when uploading media as it greatly facilitates searching for media in the Multimedia module
(Optional) Click the Lookup List icon in the Creators field and search for the Parties record of one or more creators of the media (details about working with Lookup Lists can be found here).
(Optional) Add a description of the media in the Description field:
Select Save:
Note: It is not possible to save new media without uploading a file AND providing a title.
- The resource is uploaded to Axiell Go.
- A record is created in the Multimedia module for the resource and attached to the current record:

Tables

Tables are used where a field can hold multiple values.

A table can be simple and have only one column (one value per row), or it can have multiple columns (multiple values per row).

A good example of a single column table is Other Names: (Person Details) in the Parties module (in the Person Record Section). To change a value in a single column table, select its row in the table and edit it in the data entry panel that displays (below or to the right of the table depending on the size of your screen):

A good example of a multi-column table is Associated With in the Parties module (in the Associations Record Section). Each row holds details about an associated party, including a link to a Parties record, the role of the linked party, as well as start and end dates for the association.

Axiell Go version 9.0 and older

To change a value in a multi-column table, select its row in the table, locate and change the value in the scrollable data entry panel that displays (below or to the right of the table depending on the size of your screen):

Tip: An example of editing a multi-column table is provided below.

Icon	Purpose	Description
+	Add a row	Select + to add a row to the table. A data entry row is added below or to the right of the table (Row 3 in this example). Enter values in the data entry row:
-	Remove a row	If there is more than one row in the table, select the row to be removed and then select -. In the previous image, selecting - would remove Row 3.
	Resize a column	Select and hold the column icon . The cursor will change to indicate that the column can be resized: Drag left or right to increase or decrease the width of the column, and release.
	Table settings	Select to display the Column settings box: Column Order - where there is more than one column, change the order of columns in the table: Drag and drop to reorder: select the hamburger icon in a row and drag; release. -OR- Select the appropriate arrow head to move a column up or down the order: Show / Hide Select a row to show / hide a column (the tick toggles on to show / off to hide a column):

Example: editing a multi-column table

Each row in the Associated With table holds details about a party associated in some way with the current Parties record.

To change a value in a multi-column table:

Select its row:

Scroll through the editing panel to locate the value to be edited and make your change.

The Associated With table holds four values:

Field	Field type	Description
Party: (Associated With)	Attachment	Link to the record of a party associated with the current party in some way.
Role: (Associated With)	Lookup List	The nature of the association (e.g. Collaborator, Partner, etc.)
Start Date: (Associated With)	Date	The date on which the association commenced.
End Date: (Associated With)	Date	The date on which the association ended.

Save the record.

Icon

Icon	Purpose	Description
+	Add a row	To add a row to the table, click the Add row icon (or use the keyboard combination, Ctrl plus `+`). A pop-up window displays: Add values to the fields. In this case: Party is an Attachment field (details here). Role is a Lookup List (details here). The other fields are Date field (details here). When you have added more than one row in the table, the Prev and Next buttons are enabled, allowing you to move back and forth between rows. Options: Click the Add row icon (or use the keyboard combination, Ctrl plus `+)` to add another row to the table. Click the Delete row icon (or use the keyboard combination, Ctrl plus `-`) to remove the current row. As you add values (and rows) to the pop-up window, the table is updated. Click the X in the top right to close the pop-up when you're done and display the table:
	Resize a column	Select and hold the column icon . The cursor will change to indicate that the column can be resized: Drag left or right to increase or decrease the width of the column, and release.
	Table settings	Select to display the Column settings box: Column Order - where there is more than one column, change the order of columns in the table: Drag and drop to reorder: select the hamburger icon in a row and drag; release. -OR- Select the appropriate arrow head to move a column up or down the order: Show / Hide Select a row to show / hide a column (the tick toggles on to show / off to hide a column):

Purpose

Description

+

Add a row

To add a row to the table, click the Add row icon (or use the keyboard combination, Ctrl plus +). A pop-up window displays:

Add values to the fields. In this case:

Party is an Attachment field (details here).
Role is a Lookup List (details here).
The other fields are Date field (details here).

When you have added more than one row in the table, the Prev and Next buttons are enabled, allowing you to move back and forth between rows.

Options:

Click the Add row icon (or use the keyboard combination, Ctrl plus +) to add another row to the table.
Click the Delete row icon (or use the keyboard combination, Ctrl plus -) to remove the current row.
As you add values (and rows) to the pop-up window, the table is updated. Click the X in the top right to close the pop-up when you're done and display the table:

Resize a column

Select and hold the column icon .
The cursor will change to indicate that the column can be resized:
Drag left or right to increase or decrease the width of the column, and release.

Table settings

Select to display the Column settings box:

Column Order - where there is more than one column, change the order of columns in the table:
- Drag and drop to reorder: select the hamburger icon in a row and drag; release.
  -OR-
- Select the appropriate arrow head to move a column up or down the order:

Show / Hide
Select a row to show / hide a column (the tick toggles on to show / off to hide a column):

Nested tables

In the Tasks Record Section, Assigned to is an attachment field in a Nested table (a table within a table):

To attach to a record, start entering a value and press Tab; if a single record matches, the field will auto-complete, otherwise a pop-up will display in which you select the required value. Here we see how to remove a row from a nested table and how to add another row:

Unique-valued fields

If a field is configured to be unique, a value cannot be used more than once in that field in any other record in the same module. A good example of a unique-valued field is an IRN A unique identifier automatically assigned when a record is created..

A field is specified as unique-valued in the EMu Registry.

Note: If a unique-valued field is empty but the field is not mandatory, the record can still be saved.

Users / groups (typically Power Users or Administrators) can be permitted to use a duplicate value in unique-valued fields.

Permission to use a duplicate value is given with the Unique Override Registry entry.