Adding Multiple Reference Display Control Fields

Use the MRDC field type to display data of cross-reference and related-record field using a single control rather than displaying multiple cross-reference or related-record fields in the layout of a record.

Note: If an application level does not include existing cross-reference fields, related record fields, or both, then the MRDC field type is unavailable for selection.

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Example: Using MRDC fields for displaying content of cross-reference and related-record fields

You could have a Devices application with separate cross-reference fields that link to the Facilities and Service-Level Agreements applications. From the MRDC field, users could select the record for the facility that houses the device from the related Facilities application, and they can select the record for the service-level agreement for the device from the related Service-Level Agreements application. Both of these selections would be displayed in the same field.

You can then set this field to display a single reference, allowing users to select 1 referenced application for display in the field, or to display multiple references, allowing users to select more than 1 reference for display in the field.

Note: After an MRDC field is saved with the Multiple References option selected, the Single Reference option is no longer available. However, you can change the setting from Single Reference to Multiple References.

For each cross-reference or related-record field that you select to display in an MRDC field, you can suppress the field from end-user functions. By selecting the Suppress option, you can hide existing cross-reference or related-record fields from a record layout, conserving record "real estate."

Example: Results of calculated field used to determine the number of records referenced in an MRDC field

An advanced option for the MRDC field type provides the ability to reference the field in a calculated field formula using the COUNT or ISEMPTY function. You can use the COUNT function to return the number of referenced records within the field. Using the ISEMPTY function, you can determine whether the MRDC field contains selections.

For example:

COUNT([Facility and Service Agreement])

The following formula would return True if the Facility and Service Agreement multi-reference field contained no selections:

IF(ISEMPTY([Facility and Service Agreement]), "True", "False")

Task 1: Create the field

  1. From your application, go to Designer tab > Layout tab > Objects panel > click Add new.
  2. Select a field type from the drop-down list and enter a name for the field.

    3. Field name guidelines:

    • If possible, keep names under 20 characters. For example, use Description instead of Description of the Asset.
    • Capitalize the first letter of each word in the field name. For example, use Predicted Impact instead of Predicted impact.
    • Avoid redundant wording in field names. For example, using the word Asset is unnecessary in the following series of fields: Asset Name, Asset Type and Asset Value.
    • Use noun-based field names whenever possible. Avoid verb-based field names, for example, Set Asset Name.
    • Do not use the names: Version, Level ID, or Content ID for fields that you add to an application or questionnaire. Field do not display properly with these names.
  3. Select 1 or more existing cross-reference fields, related records fields, or both, to reference, and click Create Field.
  4. In the General Information section, enter a description.

    5. Note: When you save the field, the system strips any HTML tags <xml>, <form>, <textarea>, <option>, <select>, <meta>, and <body> that you may have inserted in the description because they may constitute vulnerabilities in the system. The following example shows how you can correct the cascading style sheet (CSS) syntax for the <body> tag so that it will function correctly:

    <html>
    <head>
    <style type="text/css">.c0 { font-family: 'Arial' } .c1 { margin: 0px; background-color: #ffe4e1 } </style>
    </head>
    <body class="c0">
    <p class="c1">This is a text field.</p>
    </body>
    </html>

    Note: Do not use absolute positioning in HTML content.

Task 2: Configure options

In the Options section, select all of the following options that apply to this field.

The following table describes the options.

Option

Description

Make this a required field

Designates the field as required and forces users to enter a value when adding or editing a record in the application. An icon indicates required fields to alert users that they must enter a value.

Display last modified data

Displays auditing information next to the field each time that its value is changed. The auditing information includes only the name of the user who made the change and the date and time of the change.

Make this a searchable field

Makes this field available for display in all search results.

Display this field in global search results

Makes this field available for display in global search results. This option is only available if this field is set as searchable.

Task 3: Set configuration options

In the Configuration section, set the following options:

The following table describes the options.

Option

Description

Selected references

Specifies the references that you want to display in the MRDC field. As an administrator, you can still view the suppressed fields on the Layout tab of the Manage Applications page, but the individual fields are hidden from end users. If you do not select the Suppress checkbox for a field and that field is included on the page layout for the application, both the original field and the MRDC field displays to end users, causing duplication of data on the page.

Reference type

Specifies whether users can select 1 or more references.

  • Allow users to select only 1 reference: Select this option if you want users to select related records from only 1 application in the MRDC field. Users can select the application that houses the records they want to reference, and they can select multiple records from that application. However, they cannot select related records from more than 1 application.
  • Allow users to select any number of references: Select this option if you want users to be able to select related records from more than 1 application within the MRDC field. Users can select the applications that house the records they want to reference (by clicking the Add New link above the field to select additional applications), and they can select multiple records within those applications.

    • Note: After an MRDC field is saved with the Multiple References option selected, the Single Reference option is no longer available. However, you can change the setting from Single Reference to Multiple References.

Task 4: Configure help text

Field-level help provides additional guidelines and instructions to ensure users enter appropriate information in the field. This Help text displays for users when they add, edit, and view records in the application where the field resides.

Consider the following general guidelines when writing field-level Help:

  • Use short, concise instructions that direct the user to take a specific action. For example, "Enter your name" is preferable to "This field is used to enter your name."
  • Use complete sentences whenever possible.
  • Avoid jargon (unless terms are critical and are familiar to your users).
  • Consider the technical aptitude of your audience, and author your help text at a corresponding level.
  • Use “you” and “your” as if you are speaking directly to the user.
  • Consider posing Help text in the form of a question, for example, "What is your level of interest?"

In the Help text section, do the following:

  1. Select a display option for both edit and view modes.
    2. The following table describes the options.
    Option

    Description

    None

    Help text does not display.

    Tooltip Icon

    Help icon displays beside the field in edit and view modes. Click this icon to display the field Help. The application dynamically sizes of the Help box based on the number of characters in the text.

    Field information on help icon hover

    Below

    Help displays below the field in edit and view modes.

    Field information below field

  2. If you are using help text, enter the text.

Task 5: Configure field access

Access rights determine whether all users or only select users or groups have access to the field.

In the Access section, do the following:

  1. Select Public or Private.

    2. Note: Key fields must be public.

  2. If you selected Private, maximize the pane and click Add to select the users and groups to whom you want to grant access.