Configuration of extra fields
Extra fields are used to expand and personalize the information stored in the Kleos database. Kleos manages the information stored in the extra fields in the same way as the original information fields. For instance, advanced search options allow the definition of search criteria using extra fields.
Kleos allows the definition of extra fields for cases and identities in the general tab of the configuration screen. All the extra fields defined for cases will be available for all cases and all extra fields defined for identities will be available for all identities.
Alternatively, there is another option to define extra fields. The extra fields defined in this way will only be available for the cases and identities consistent with the scope of the definition of the extra fields. Secondary fields can be defined for the following data entities:
- Profiles. Profiles are defined for identities. It is possible to define as many profiles as needed. Each profile can contain a specific set of extra fields that will be created when the profile is assigned to an identity. The extra fields related to profiles will only be available for the identities that include the profiles.
- Case types. It is possible to define extra fields related to case types. They will only be available for cases belonging to the case type.
- Party types. It is possible to define extra fields for the party types of the cases. They will only be available for the identities defined as the corresponding party type.
- Relationship between identities and relationships between party types.
All the Kleos windows to define extra fields look the same.
The top menu allows the definition of new groups and fields. The list of groups and fields is displayed on the left. The right side of the window displays the characteristics of the selected field.
All the extra fields should be included into a group. Click on the “Create group” button and enter a name. The groups of extra fields are just a way to aggregate fields with the purpose of displaying them in an organized way in the Kleos windows. No extra fields can be defined until at least a group has been created.
It is strongly recommended to follow a systematic approach to define extra fields:
- Define the type of the extra field.
- Define the name of the extra field. It is recommended to use a descriptive name. It is possible but not recommended to use the same name in extra fields for different data entities. For instance, an extra field can be defined for cases named “internal_reference” and the same name (internal_reference) can be used in an extra field for identities.
- Define the label that will be displayed on the screen to identify an extra field. It is strongly recommended to use a descriptive label as similar as possible to the name of the extra field. The relative position of the extra fields on the screen can be modified with the arrows.
- Define the validation criteria of the field. The validation options depend on the type of the extra field.
It is possible to add, edit or delete the configuration of the extra fields anytime. Deleting an extra field means deleting all the data stored in it. Moving an extra field from a Kleos data entity to another means duplicating the extra field and replicating manually all the information stored in the original extra field before deleting it.
The definition of the extra fields requires some preliminary planning:
- Identify the additional information you’d like to have in Kleos.
- Identify the scope of each piece of data by choosing in which data entity you want to define an extra field.
- Identify the type and the validation rules of the extra field.
- Aggregate the extra fields of each data entity in groups.
Once you have completed planning, you can start to define the extra fields in Kleos.