Adding External Links Fields

The External Links field type allows you to enter named links that reference web pages and email addresses to enter an external link, specify the link protocol and the target URL. You can also provide a name for the link, for example, "Google".

On this page

Task 1: Create the field

  1. From your application, go to Designer tab > Layout tab > Objects panel > click Add new.
  2. Select the field type, enter a name, and click OK.

    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. In the General Information section, enter a description.

    4. Note: When you save the field, the system strips any HTML tags <?xm>l, <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 the date and time of the field’s last update, and the name of the person who made 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.

Display advanced formatting options

Displays the Advanced Field Display Options section, in which you can add descriptive text and alter the standard display of the field.

You can set the following options:

  • Display text: Enter your supporting text in this field. For example, you can enter a specific question related to values users enter in the field, such as "When was the date of your last security audit?" This text is always displayed, even if you select to hide the field name.

  • Orientation: Select whether to display or hide the field name and whether to display the values horizontally or vertically.

Validate this field when any value changes in the record

Designates that a field is validated whenever any value changes in a record.

If this option is not selected, this field validates only when the value in this field has changed.

Task 3: Set configuration options

In the Configuration section, set the following options:

The following table describes the options.

Option

Description
Minimum Links

Sets the minimum number of links the user can select in the external links field.
Maximum Links

Sets the maximum number of links the user can select in the external links field.
Protocols

Specifies the protocol types that a user can configure in the Protocols field.

Embedded URL iViews do not support the Mailto, FTP, and News protocols.

  • HTTP
  • HTTPS
  • FTP
  • Mailto
  • News
  • Relative
  • File

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. 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, use the Rich Text Editor to format the text as needed.

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.