Minimum Version Required: 22.01
Pre-Conditions
CustomTableEdit permission is required.
To create a custom table through the Table Import Wizard, a spreadsheet must already be created. Structure the spreadsheet to match the schema for your new table. The number of columns and their headers in the spreadsheet should match the number of table fields and their names, respectively.
Steps
Create a new Custom Table from Table Map
1. In the universal search bar search for Table Map
2. From the Table Map dashboard, click Create New Custom Table button at the top
3. Name your Custom Table in the Table Name field
4. Set the View, Add, and Delete Permissions. Click the arrow to the right to expand the Advanced section
5. (Optional) Click the Filters button in the top row to set a default filter for your table when it is viewed, or to filter what data is visible to viewers by User Type or permission.
6. Click the Add Column button to add new Columns to table.
a. Enter a Column Alias to give a custom field on the table a display name
b. Review column properties to ensure correct data type, maximum length, permissions, etc. See the Fields and Definitions section of this resource for more details on each column property.
7. Repeat the Add Column process as needed until all columns for the Custom Table have been added
8. Click the Save Changes button
Create a Custom Table from an Import Routine
1. Expand the Import/Export section in the sidebar menu and select Table Import or search for New Table Import in the universal search bar.
a. Click Add New Table Import
b. Select a data source to be imported into your new table (Supported local file types are: *.xlsx, *.csv, *.zip)
c. Click Create Custom Table. This will take you to the Table Editor to configure your new custom table
d. Enter the Basic Information for the table such as the Table Name and View, Add, and Delete permissions
e. The table's columns will automatically be created to match the data in your import data source.
Data Type: Ensure that each column is of the correct Data Type. (Text, Integer, Decimal, Date, Currency, etc.)
Length: Confirm that the length of each column
If necessary, add an additional column
f. Click Save Changes
2. Select the new custom table that was just created in the Destination Table field
a. Select the desired Import Action for the import.
b. Click Save Changes to move to the next step in the Wizard
3. Field Mapping: Map the source fields from the file to the destination fields on the table.
If necessary, add a Static Value. This value will be the same for all records imported into the new table.
Click Save Changes
4. Import Tasks: In the Import Tasks tab, the first import task is automatically created.
Click Execute on the import task to import the data into the custom table
The import results will be displayed, click on View to see the created table
Navigate to your Custom Table
1. Search for your Custom Table by name in the Universal Search Bar.
Edit or delete your Custom Table
1. In the Universal Search Bar, search Table Map
2. In the search field next to Table, search for the name of your Custom Table that you just created
3. From this table map, you can view the Table, Audit, Edit, or Delete your table
Fields And Definitions
There are several attributes for each column. Each field you see under Add Column is an attribute that you can specify
Column Alias - The name of the column that will show up in your custom field
Data Type - The Type that your column field will accept
Maximum Length - If the field is a string type, then specify how many characters are allowed
View Permission / Edit Permission - Specify the permissions necessary to view or edit this field in your table
Required - Specifies whether or not the field is required/mandatory
Display By Default / Display By Default In Subs - Choose if you want this field to show in Table View by default and if you want this field to show in Sub Tables by default
Duplicates - Specify if there can be duplicate values in this field
Sort - Choose if you want the table to be sorted in Descending or Ascending order according to this field
Reference Table - Specify if you want your table to reference a field in another table
Under Advanced Fields, there are several more attributes that you can alter
Ref Field Filter - This allows you to filter on a Ref Field that you have added to the table
Best Practices
We recommend creating a Custom Table in different ways, for different conditions:
When no data exists and you need to start creating data, create the Custom Table from the Table Map and begin collecting data.
When data does exist and needs to be pulled into Encompass, create the Custom Table from an Import Routine to create and migrate data at the same time.
There are some Field Properties that once saved after the point of creation, cannot be changed.
The data type will have limited options after creation.
Length cannot be changed after creation.
Using a source file with the same column names as the created custom table will allow field mapping to work automatically and will streamline importing data.
Set Basic information permissions as well as column permissions as they are separate as will dictate what columns show