> For the complete documentation index, see [llms.txt](https://docs.amltd.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.amltd.com/dc-works/databases-and-tables/define-and-manage-table-fields.md).

# Define and Manage Table Fields

Fields define the structure of a table and determine what type of information can be stored in each record.

A field consists of:

* A field name.
* A data type.
* An optional **Primary Field** designation.
* An optional **List** setting.

Fields can be defined when a table is created and managed afterward from the table’s **Fields** view.

### Open the Fields view

To view the fields in a table:

1. Select **Data** from the Main Navigation.
2. Open the database.
3. Select the table name.
4. Select **Fields**.

The navigation path identifies the open database and table:

> Databases » Database Name » Tables » Table Name » Fields

<figure><img src="/files/vs17sSwFnZ1ZchfWKcO9" alt=""><figcaption></figcaption></figure>

*The Fields view displays the fields that define the table’s structure.*

Each field displays:

* Its data type.
* Its field name.
* The controls available for managing it.

User-created fields include controls for editing and deleting the field.

### Fields created automatically

Every table includes four system-generated fields:

| System field  | Purpose                                            |
| ------------- | -------------------------------------------------- |
| Row Key       | Provides a unique system identifier for the record |
| Date Created  | Records when the record was created                |
| Last Modified | Records when the record was most recently changed  |
| Created By    | Identifies the user who created the record         |

These fields are created and maintained automatically by DC Works. They cannot be edited or deleted like user-created fields.

The visibility control beside each system field determines whether it is displayed in the table’s **Records** view.

{% hint style="info" %}
The **Row Key** is the record’s unique internal identifier. It is separate from the user-selected primary field.
{% endhint %}

### Add a field

Use **Add Field** to add another field to an existing table.

To add a field:

1. Open the table.
2. Select **Fields**.
3. Select **Add Field**.
4. Enter the **Field Name**.
5. Select the **Data Type**.
6. Select **Primary Field** if the field will serve as the table’s primary field.
7. Select **List** if the field must store multiple values.
8. Select **Add**.

<figure><img src="/files/iGyxvH3Qn4o1QlIddWS4" alt=""><figcaption></figcaption></figure>

*The Add Field window provides controls for the field name, data type, primary-field designation, and List setting.*

The new field is added to the table structure and becomes available in the table’s records and in Applets that use the table.

### Choose a field name

A field name should clearly identify the information stored in that field.

Use names that are:

* Descriptive.
* Consistent with the terminology used in the process.
* Distinct from other fields in the same table.
* Easy for Applet designers and users to understand.

Examples include:

* Equipment ID
* Serial Number
* Status
* Assigned To
* Checkout Date
* Notes

Avoid ambiguous names such as **Value**, **Information**, or **Field 1** unless their meaning is clear within the table’s intended use.

### Select a data type

The data type determines the kind of value the field stores.

DC Works provides the following basic data types:

| Data type  | Intended use                                                           |
| ---------- | ---------------------------------------------------------------------- |
| Text       | Names, identifiers, descriptions, notes, and other text                |
| Number     | Quantities, measurements, counts, and numeric values                   |
| Date       | Calendar dates and date-based information                              |
| True/False | Values with two possible states, such as Yes/No or Complete/Incomplete |
| Image      | Images associated with a record                                        |
| Signature  | Captured signatures associated with a record                           |

Choose the field type according to how the value will be entered and used—not merely how it appears.

For example:

* A serial number may contain only digits but is normally stored as **Text** because it is an identifier and is not used in calculations.
* A quantity intended for calculations should use **Number**.
* A completion state should use **True/False** instead of storing inconsistent text such as “Yes,” “Complete,” or “Done.”
* A date should use **Date** so it can be handled as a date rather than as ordinary text.

{% hint style="info" %}
Identifiers such as part numbers, asset numbers, ZIP codes, and serial numbers are usually best stored as Text. This preserves leading zeros and prevents the value from being treated as a quantity.
{% endhint %}

### Understand the primary field

The primary field is the principal field DC Works uses to identify and display a record.

Typical primary fields include:

* Item ID
* Serial Number
* Request Number
* Location Name
* Status
* Employee Name

The primary field is separate from the system-generated **Row Key**:

| Field         | Purpose                                                             |
| ------------- | ------------------------------------------------------------------- |
| Row Key       | Provides the record’s unique internal DC Works identifier           |
| Primary field | Provides the principal user-facing value for identifying the record |

A primary field does not automatically require every value to be unique. Select a field that provides the most useful reference for the records in that table.

To designate a field as the primary field, select **Primary Field** while adding or editing the field.

{% hint style="info" %}
Choose the primary field carefully. Applets and users may rely on it when displaying, selecting, or retrieving records.
{% endhint %}

### Create a list field

Select **List** when one field must store multiple values within the same record.

The individual values are separated by commas. An Applet can later:

* Retrieve the values in the list.
* Add a value to the list.
* Delete a value from the list.

For example, a list field could store multiple:

* Assigned users.
* Tags.
* Categories.
* Required actions.
* Related identifiers.

A value might appear as:

> Inspection, Repair, Quality Control

The **List** option is a field setting rather than a separate data type. Select the appropriate data type and then enable **List**.

{% hint style="info" %}
Use a List field only when multiple values genuinely belong to the same field in one record. If each value needs its own fields, status, dates, or other details, a separate table may be more appropriate.
{% endhint %}

### Edit a field

Use the pencil icon to change a user-created field.

To edit a field:

1. Open the table’s **Fields** view.
2. Locate the field.
3. Select the **pencil icon**.
4. Update the field name, data type, primary-field designation, or List setting.
5. Select **Update**.

<figure><img src="/files/hERPqhz9XxTWoL6biuTO" alt=""><figcaption></figcaption></figure>

*Use Edit Field to change the field’s name, data type, Primary Field designation, or List setting.*

Review existing records and any Applets that use the field before changing its configuration.

Changing a field’s name or type can affect how the field is understood or used elsewhere. Confirm that the revised configuration remains appropriate for the existing data.

{% hint style="warning" %}
Use caution when changing the data type of a field that already contains values. Existing values may not match the new type.
{% endhint %}

### Rearrange the field order

Fields can be rearranged to control the order in which they appear in the table.

To move a field:

1. Open the table’s **Fields** view.
2. Select and hold the field.
3. Drag it to the preferred position.
4. Release it to save the new order.

The updated order is reflected in the table’s **Records** view. Arrange fields so the most important or frequently used information appears first.

Reordering a field changes its position only. It does not modify the field configuration or the values stored in existing records.

<figure><img src="/files/W0e8NtCZQ0LhvyhjDBqG" alt=""><figcaption></figcaption></figure>

*Click and drag a field to change its position in the table.*

### Delete a field

Use the trash icon to remove a user-created field.

To delete a field:

1. Open the table’s **Fields** view.
2. Locate the field.
3. Select the **trash icon**.
4. Confirm the deletion when prompted.

Deleting a field removes it from the table structure and removes the values stored in that field from the table’s records.

{% hint style="warning" %}
Deleting a field and its stored values is permanent. Before deleting it, confirm that the information is no longer required and that the field is not needed by an Applet or integration.
{% endhint %}

System-generated fields cannot be deleted.

### Define fields during table creation

When creating a table **From Scratch**, fields can be defined before the table is added.

The table-creation screen displays the following field settings:

| Setting       | Purpose                                          |
| ------------- | ------------------------------------------------ |
| Name          | Defines the field name                           |
| Data Type     | Defines the type of information stored           |
| Primary Field | Designates the table’s principal reference field |
| List          | Allows the field to contain multiple values      |

Use the plus control beside **Table Fields** to add each field.

While defining a field:

* Select the check mark to save the field.
* Select the X to cancel the current changes.
* Select the pencil icon to edit a saved field.
* Select the trash icon to remove it from the proposed table.

After the required fields have been defined, select **Add Table** to create the table.

Additional fields can still be added later from the table’s **Fields** view.

### Review the table structure

Before adding records or using the table in an Applet, review its fields and confirm that:

* Each field has a clear purpose.
* Field names use consistent terminology.
* Each data type matches the values it will store.
* Identifiers are stored as Text where appropriate.
* The most useful field is designated as the primary field.
* List is enabled only for fields that require multiple values.
* Unnecessary or duplicate fields have been removed.
* System-generated fields are visible only where useful.

A clear table structure makes Applets easier to build and reduces data-entry inconsistencies.

### Field-management summary

From the **Fields** view, users can:

* Review the table’s complete field structure.
* View the system-generated fields.
* Control the visibility of system-generated fields.
* Add user-defined fields.
* Select from the available data types.
* Designate a primary field.
* Allow a field to contain multiple values using **List**.
* Edit existing user-created fields.
* Delete fields that are no longer required.

### Next

Continue to **Add and Manage Table Records** to learn how to add, edit, import, export, filter, delete, and restore the records stored in a table.


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