Data Dictionary & Extra Fields

By default, all fields have standard names. You can remove, add or even change field names to reflect your company’s terminology. Use the Data Dictionary to configure many of the fields in HotH. You can tailor how a field appears on forms, HTML output or reports.

HotH has many standard fields against which data is stored for each type of record (Ticket, Task, Customer and so on). Each is listed in the Data Dictionary with a name and full definition of the field.

In addition, you can define Extra Fields to record further information. You can determine the characteristics of each field and how and where it is to be used.

Click the links below to learn more information about the Data Dictionary and Extra Fields:

Data Dictionary

Extra Fields

 

Data Dictionary

 

The Data Dictionary is a central administrative area within HotH where you can create new Dictionaries for Folders and make alterations to field names, mandatory settings and field positioning. Multiple Dictionaries are enabled as part of the Enterprise edition. The Data Dictionary can be accessed via Settings Cog > Data Dictionary:data dictionary menu dropdown

In order to create a new Dictionary, you can copy a Dictionary and give it a new name. A good idea would be to have Default selected in the Dictionary drop-down, and if, for instance, you wish to make a new Dictionary for Request Fulfilment, click Save Dictionary and enter the name Request DD.

This means that you can have different field names and settings for your Ticket and Request folders.new dictionary name pane

If you wish to change the name of a field, select the appropriate Dictionary from the Dictionary drop-down then find the field reference in the Field section.

So here, if I wish to rename the Subject field on the Problem record, I select the Problem DD, and in the Prompt field, enter the new name: Problem. By ticking the Mandatory tick box, this means that the field will be mandatory upon Opening the Problem. Mandatory on Resolution and Mandatory on Closure can also be set, and these respect the milestone settings of your Statuses.

To Hide the field from the ticket screen, tick Hide/Archive:data dictionary field

Search the Data Dictionary

It is now possible to search for a particular field within the Data Dictionary easily within HotH, simply type in your required field and a drop-down menu will appear for you to choose from:

Data Dictionary Formdata dictionary form

Field dropdown iconThis selection identifies the field on the particular record.
Customise checkbox iconTick this box to instruct HotH to use your specification for this field on the corresponding form. Other fields will then become available.
Prompt Enter the text you wish to see on the corresponding form as a prompt for this field.
WidthSpecify the field width; this must be less than the HotH default.
Default ValueEnter a default value for the field. This can be a SQL statement. (Not applicable for service level management fields such as Call:Priority)
Mandatory checkbox iconTick to force the login to make an entry in this field. For tickets, the field can be mandatory on resolution and on closure and a set stage in the ticket life cycle.
Hide/Archive checkbox iconTick to remove this field from the corresponding form and associated reports. It remains on the Data Dictionary but no longer appears on forms and reports.
Read Only checkbox iconTick if no change to the field is permitted by users other than Supervisors.
Audit Field Changes checkbox iconTick the box if any changes made to the contents of the selected field are to be audited. The Field Changes tab of the appropriate record (Customers, products, etc.) will list the changes made to all audited fields, showing when and by whom plus old and new values. You will therefore choose to audit any fields where the content is particularly important.
E-Mail Field Changes checkbox iconIn conjunction with Audit Field Changes, tick the box to email field changes using a User Defined Email Template. Contact House-on-the-Hill for information on configuration.
Select Only checkbox iconIf this box is ticked, entries can only be selected from the drop-down list, with the available entries defined at Selection. If un-ticked, they can also be typed in if a suitable entry is not listed. Only use on fields that normally allow manual entry of data.
SelectionBuild a list box by placing entries on separate lines. This can be a SQL statement.
Erase on Closure checkbox iconTick if the ticket field is to be cleared out when the ticket is closed.
HelpEnter any hints to help your login complete the field.
Internal checkbox iconFields that are marked as ‘Internal’ are not visible to Web Guests.
Width

Enter the width of the field for display on summary lists in the WebServer.

If a width is entered, the text will automatically wrap to fit.

Wrap checkbox iconTick if you wish the HTML field to wrap within the available width. If not, it extends beyond the right-hand boundary and users will need to scroll right to see all the text.
Reports WidthThe width of the field in Quick Reports
Accumulate checkbox iconTick if the field is to be accumulated in Quick Reports

The tick boxes below are only for certain fields in the WebServer

Show as drop down list checkbox iconIf ticked, on existing Tickets the drop down list is not populated, to improve performance.
Hide drop down toggle checkbox iconIf ticked, you cannot toggle between drop down selection and manual entry
Read only for WebGuest checkbox iconWebGuests cannot update this field.

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Extra Fields

 

By their nature, Forms work with the fields that are available on the respective tables in the HotH database.  These fields are shown on the grid to the right of the Form development area. However, it may be that the Form needs to contain fields which are not represented. In this case there are two options:

  1. Where possible, try make use of fields that are available on the native table but are unused in the normal ticket screen. For example, on the ticket table there are several spare text, date and time fields that can be renamed and used.

  2. If all spare fields are already being used, then extra fields can be created for the table to which the Form is associated.

Extra Fields Formextra fields form

Prompt Enter the text you wish to see on the corresponding form as a prompt for this field.
Default ValueEnter a default value for the field. This can be a SQL statement. (Not applicable for service level management fields such as Call:Priority)
Mandatory checkbox iconTick to force the login to make an entry in this field. For tickets, the field can be mandatory on resolution and on closure and a set stage in the ticket life cycle.
Hide/Archive checkbox iconTick to remove this field from the corresponding form and associated reports. It remains on the Data Dictionary but no longer appears on forms and reports.
Read Only checkbox iconTick if no change to the field is permitted by users other than Supervisors.
SelectionBuild a list box by placing entries on separate lines. This can be a SQL statement.
HelpEnter any hints to help your login complete the field.
Internal checkbox iconFields that are marked as ‘Internal’ are not visible to Web Guests.
Reports WidthThe width of the field in Quick Reports
Accumulate checkbox iconTick if the field is to be accumulated in Quick Reports
Sort Order dropdown iconTo set the sort order of Extra Fields.
Folder dropdown iconTo specify a folder for the Extra Field.
Dictionary dropdown iconSet if the Extra Field is only relevant when a particular dictionary is in use.
Field Type dropdown iconTo designate the type of field
Tag dropdown iconIf tags for Extra Fields have been defined (part of System Management/Settings) then you can specify the tag or tab on which the extra fields is to appear
Other FieldsFor special HTML formatting

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