Database Field Management

While the fields in ADAM are reasonably standard, there might be reason for a school to want to edit the headings and order of the fields. Some schools may choose not to use certain fields and would like to streamline the interface so that only the necessary fields appear.

Sensitive Information

With the arrival of the Protection of Personal Information (POPI) Act in the near future, schools must be able to take responsible care of the data that they are entrusted with.

Managing Core Database Fields

The options for managing the core database fields are found on the Administration tab under the Database Administration heading. Click on Manage core database fields to begin. Choose which fields you want to manage: Pupils, Staff or Families.

Regardless of how you name the fields, be aware that the fields do have specific meaning in ADAM and there might be times where we depend on a core field containing a specific type of information. If the field was meant for, as an example, a name, don’t store other information there ADAM will use that field to address people.

A table of all the available core fields is shown. For each field, there are several options. The following key is provided at the top of the page to remind you:

• Ordering the fields: If you wish to change the order that the fields are displayed in, you can do so by dragging the  icon up and down.
• Field name: If you wish to change the field name that is displayed, you can do so. If the field name is removed entirely, ADAM will show the internal database name instead.
• Category: ADAM will print headings in the different forms that it produces. To have fields in the same sections, they must appear together and with the same category name. If a number of fields have the same category name but are split apart by another field or fields, ADAM will display them as being split apart and will show two (identical) category headings. You are welcome to customise and create your own category names if you wish.
• Display options: Not all fields are able to customise their display options because some are needed for ADAM to function.

• Enabled: Untick this option if you do not wish the field to be available in ADAM. This setting overrides all others.
• Add: Tick this setting if you wish the field to be shown when you or another staff member is adding a new record to the database.
• Edit: Tick this setting if you wish the field to be shown when you or another staff member is editing an existing record in the database.

• Consider a field like “Login Password”, for example. Here it would make sense to ask for it when adding a new person, but not to see it again when editing it. This is mostly because it is encrypted and then is of no use to anyone in its encrypted form.

• Apply: Tick this setting if you wish the field to be shown on the online application form that parents complete.
• Update: Tick this setting if you wish the field to be shown on the update form that is sent to parents or (in the case of staff fields) to staff.
• Sensitive: Tick this setting if the field contains sensitive information that should only be available to limited staff.

Managing Custom Database Fields

It is possible to store any other information you wish in ADAM which is not catered for by the core database fields. You can create custom fields for each of the pupils, staff and family data types.

Before you create a new custom field, please speak to the development team to see if it would be best served if that field was a part of the core data!

The options for managing the custom database fields are found on the Administration tab under the Database Administration heading. Click on Manage custom data fields to begin.

Adding a new custom field

At the top of the table of fields is an option to Add a new custom field…. Click on this link to begin the process.

• Table: Choose which database table the information belongs with. If you wish to have it with more than one table, you will have to add a custom field for each table.
• Field Category: This is the heading under which the field will appear. If the category matches one of the core database fields’ categories (see above), then the custom field will appear at the end of that category in data capture screens.
• Field Name: Type in the name that should appear next the field on data capture screens.
• Field Type: Choose what sort of information is to be stored in this field. The different options are explained:

• Text box: This is a straightforward text entry box. Nothing fancy happens!
• Text box with recall: This textbox will suggest options based on previously entered options.
• Long text box: This text box will provide a number of lines for text entry. This is useful for longer notes or paragraphs of text.
• Date: this field will store a date. A date-picker will automatically be shown for this field.
• Single Option: A user will choose one out of several possible options that are shown.
• Multiple Option: A user will choose many out of several possible options that are shown.

• Field Parameters: This is only used for the “Single Option” and “Multiple Option” field types. List the options that you wish to have available to the users. Do not leave any blank lines since this will make a blank option available. Any duplicates will be ignored.
• Default Value: What value should ADAM assume for any fields that have not yet been updated with an actual value? If you are working with a “Single Option” or “Multiple Option” field, the default value must be one of the options provided.
• Sort order: This determines the order in which the custom fields are sorted. Lower numbers mean earlier in the list. If two fields have the same number, they are sorted by their field names.
• Show for Scratch List: Should this field be made available on the scratch list options?
• Sensitive Information: Should the contents of this field be made available to staff who do not have the privileges to see sensitive information?
• Show on the Detail Update Form: Should this field appear on a detail update form?

Note that custom fields are always available on “Add” and “Edit” operations.

Save the field once you are finished.

Editing custom fields

You can edit any custom field by clicking on the edit link next to its entry. A description of the fields is provided above.

Deleting custom fields

It is possible to delete the custom field. Note that the table shows the number of times the field has been used. If you delete a custom field, you will lose all the information that it contained.

Managing Scratch List Fields

The options for managing the scratch list fields are found on the Administration tab under the Database Administration heading. Click on Manage scratch list fields to begin.

Choose which type of scratch list fields you want to manage and click on the edit button.

• Ordering the fields: If you wish to change the order that the fields are displayed in, you can do so by dragging the  icon up and down.
• Field description: If you wish to change the field name that is displayed, you can do so. If the field name is removed entirely, ADAM will restore the default field name.
• Category: ADAM will group the fields under different headings as specified.
• Each field has three options:

• Enabled: this setting determines whether the field is available or not to all users.
• Sensitive: this setting determines whether the field is available to users with or without the sensitive information privilege. Note that if a field is not set as sensitive here, but is based on a sensitive field as defined in the core database fields, ADAM will allow the field to be selected, but it will not show any information.
• Hidden: In an attempt to simplify the scratch list options, some options can appear hidden at first. If there are any hidden fields, ADAM will show an option to toggle the hidden fields on and off.

Once you’re done editing these options, click on the Save button at the bottom of the screen.