The Data Dictionary is the central place where all field definitions are stored and maintained. The data dictionary is found within the System Configuration administrative menu.

Data Dictionary screen tabs

Fields

These are the fields within ExtraView that are used within all processes. There are two types of fields, built-in fields and users defined fields (UDF’s). Built-in fields are provided as part of all ExtraView installations. Although you may modify various attributes of built-in fields, such as their title and their default value, you should never delete an built-in field. You may create as many UDF’s as you require for your installation. There is no limit on the number of UDF’s that may be created. All fields have four basic properties, their scope, a fixed name, a title and a display type. It is the display type

that gives a field most of its functionality. See later in this section for a complete explanation of all the field types. Once any UDF is defined in the data dictionary it will behave the same as if it were an inbuilt field. You will be able to attach permissions to the field, place it on any layout, report on the field, etc. End users will not be able to detect the difference between an inbuilt field and a UDF. When viewing a list of fields in the data dictionary, you will only see the fields in the Business Areas and Projects to which you have permission. This typically includes all the fields which are global in their scope.

As a technical point, there is no real limit to the number of UDF’s you create. In addition, creating a UDF does not result in any change to the underlying database schema. There is no system degradation in creating a large number of UDF’s.

Expressions

Expression fields are used in reporting to derive or calculate the value of a reporting column. Each expression may have a default expression which is then automatically used on any report which contains the expression field. Expression fields also have a range of display types, although this range is more limited than a field display type. You may define any number of additional expression fields, or reuse the same expression fields for different purposes on different reports.

Labels / Buttons

This section is where field screen elements that are not database fields can be defined or altered. Buttons for menubars are also maintained within this tab.  Once again, it is unlikely that the administrator will remove fields from this section. Labels can also be added as User Defined Fields, so it is unlikely that the administrator will add new fields to this section of the data dictionary.

Screens

These fields are for the inbuilt screens within ExtraView. A few additional supporting fields in this area affect screen displays. Administrators should not need to add or remove entries from this section, but can rename the individual screens within their installation.

Session Variables

Fields found in this area pertain to options having to do with the user’s current, active ExtraView session. Fields defined in this section are principally used in reporting

Reserved Field Names

This is an informational section which displays the names of fields which are used internally within the ExtraView software.  These names may not be used as User Defined Field names.

Special Variables

These fields generally are those that manage functions involving calculations of some kind, such as the internal data/time stamping functionality.

Key Uses of the Data Dictionary

This core component of ExtraView controls many of the attributes of each field, such as:

  • Display type of each field
  • Display title for each field. The title that is used for all screen labels can be altered at will for each field
  • Whether the field is selectable for reports
  • Setting up field dependencies
  • Populating the values into lists
  • Default values
  • Help text

Documenting the Purpose and Use of Fields

It is often useful for the administrator to document the purpose of any field within their system.  To achieve this, add a global attribute to any field, with the type of ADMIN_NOTES.  The text entered within this field is not utilized outside the data dictionary, but serves as documentation regarding that field.  This text is also visible within the design center when a field is placed on a layout.  It can be viewed within the Cell Attributes section of the screen.

Note that if you want to view where a field is used within the overall system, you can use the Where Used tab within the data dictionary.