Adding regular fields: Overview

To capture additional key information, you can add fields to records.

The options that are selected in fields or the data that is entered can also be used to trigger workflows. For example, a status change to a field in a user's record triggers an onboarding or offboarding workflow.

You can add the following types of fields to records: 

• Short text and long text
• Dropdown lists
• Long text
• Numerical and decimal
• Date and time
• Checkboxes

Learn more about the fields' attributes  

Short text and long text

You can use short (255 characters)  and long text (10,000 characters) fields to enter data, and add comments and descriptions.  

Dropdown lists

The advantages of using dropdown lists is that you can enforce data hygiene and integrity and make it easy for users to add or update records. 

The max number of options for dropdown lists is 100. If you need to add a dropdown list with more than 100 options, you can create a custom object and use the custom object as the data type for the dropdown list. The max number of options for custom objects is 1,000. 

• Regular
• Paired
• Relational

Regular

Figure: Regular dropdown list

When you add a regular dropdown list to a record, users can select an option from the list.

Paired dropdown list

When you add a paired dropdown list to a record, users can select an option from one list and a related option from another list. 

Relational dropdown lists

The advantage of relational dropdown lists is that you can minimize the number of fields shown in records. For example, Oomnitza ingests data for multiple types of devices such as computers, laptops, mobile phones, monitors, and so on. If you want to add a field that applies only to mobile phones, you can use a relational dropdown to display the field only in mobile phone records.

Numerical and decimal

You can also add numerical (max length is 20 digits) and decimal values.

Date and time

You can add date, date and time, and local time fields.

Learn more about date and time fields

Checkboxes

You can use checkboxes to confirm the values that users enter or the options that users select. 

You can select relational as the display option when you want to display a checkbox when a user selects an option.

Let's say when keyboard accessories are added, you want to record the layout of the keyboard. The default layout option is right-handed. If the option is changed to left-handed, you want the user to confirm this.

When an administrator sends a welcome email to a user, they click a checkbox and then select the date the welcome message was sent.