How to add a field to your H2OS customer database

 

Usually, adding fields to databases is handled by software upgrades, because the introduction of new fields is usually accompanied by new screens and processes designed to use the new data.

 

However, there may be cases where you want to add a field to store information that does not exist in the standard H2OS customer record format. For this reason, a simple (and limited) capability has been added to H2OS to make it possible for you to add one or more extra fields to your customers database.  See the notes below for more details.

 

An example: to add a new field "birthday" to the customer table.

 

 

1. In H2OS, select Setup -> Data Dictionary -> Add a field

 

 

 

2. Click the ADD FIELD button, which will bring up this form:

 

 

 

Enter the field name (must be unique - i.e. not already used as a field name, and the name must be 10 characters or less), a brief description of the field, the type of field, it's length (including decimal positions if a numeric field)

 

 

For this example, we'll add the new field BIRTHDAY

 

 

 

 

This screen shows the field name, description, type and length for BIRTHDAY.

 

Since birthday will contain a date, we've checked DATE as the field type. When we click DATE, the length is automatically set to 8, which is the required length of a date field. We'll ignore the "initial value" field because there is no initial value for this information.

 

Now we click the Add Field button, and a message like this will appear:

 

 

 

Click OK and wait for the system to respond. Depending on several factors, this may take a minute or longer.

 

When the process completes, a message like this will appear:

 

 

 

 

Click OK and then quit and restart H2OS to complete the process

 

 

The newly defined field will now appear on the CUSTOM #1 tab page, if there is room (or in the CUSTOM #2 tab if CUSTOM # 1 is full). If CUSTOM # 2 is also full, then custom programming will be required to add another tab page to display this field (or you can delete unused fields to make room for this new field).

 

 

 

 

 

 

 

The field filters table

To the right of the Custom Fields title on this page is an ellipsis command. Click this command to access the "field filters" table, which contains a list of fields in the customer record format that are EXCLUDED from the Custom pages. H2OS uses this list to keep "internal use only" control fields from appearing on your Custom pages. You can also use this feature if you wish to exclude one or more customer defined fields from appearing in your Custom pages.

 

 

To add a field filter to this list, click ADD A FILTER and a new blank row will appear at the top of the table. Overtype the field name and the word ALL in the SUPPRESS FROM column, and any comments you wish to add in that column.

 

 

 

To remove a field name from this list, click in the leftmost cell of the row containing the field to be removed. This will cause the cell to blacken, indicating it's been marked for deletion. Rows marked for deletion will be permanently removed when this screen is closed.

 

In this example, the field named ABC will be removed from the filters list when this screen is closed.

 

 

 

Notes

 

1. Each H2OS database table can each store up to 254 fields of information. The customers table presently uses 155 fields, leaving 99 fields free for future use. H2OS itself reserves half of these fields for its future use, leaving (presently) 49 fields that you can define for your use.

 

2. Custom defined fields appear in the Custom # 1 and Custom # 2 pages. Values can be changed in customer records using these pages.

 

3. To view the fields presently defined for your customers table, and the count of fields used, navigate librarian -> data dictionary -> modify structure.  Select the TABLE tab and the FIELDS value will show the number of fields presently defined.

 

4. Do not use the MODIFY STRUCTURE screen to add a field to your customers table. Instead use the  "Setup -> Data Dictionary -> Add a field" method described above. Should it be necessary to use Modify Structure, please only do so when advised by H2OS customer support.