An Illustrated Guide to Compyle's Field Types
Date Fields
Date fields collect date values in the format mm/dd/yyyy. Users can pick a date on the calendar or type in a date. The calendar typically defaults to today. These fields can be required.
Search: When searching by date, users can choose before, after, and between filters.
Analytics: For Compylations, the calculation time period is always based on the built-in survey instance date for surveys/data tools and on the date of note built-in field for notes. Custom date fields may only be used for counts in calculations.
Date Field - Data Entry with Calendar Open
Date Field - Data Entry Mode with Calendar Hidden
Data Update Fields (Surveys/data tools and Notes only)
Data Update Fields, also known as "Participant Data Fields", are a special type of field on surveys/data tools for allowing users to review and edit the information from their Participant or Organization form record.
When a change is made to the data in a Data Update Field on a survey or note, completing that record will update the information for the original field on the Participant or Organization form.
Data Update Field - Edit Field Mode
Since these fields prepopulate with the entries from the Participant or Organization, Data Update Fields cannot be required.
Data Update Field - Data Entry Mode with Prefilled Data
Similarly, since the information ultimately is stored on the Participant or Organization form, Data Update fields cannot be used in compylations and calculations.
Description Fields
Description fields are display only label fields. They can include rich text, images, links, emoticons, italics, bold, and other formatting options. These fields do not collect information, and they are not numbered the way data collection question fields are numbered automatically. Description fields are not searchable, cannot be used in analytics, and do not export.
Description field - Edit Field Mode
Description field - Form View
Short Answer (Single Line Text Field)
Short Answer text fields display a single line for entering a response. These fields will accept and retain more than one line of text. However, the smaller input area is designed to encourage shorter responses.
Short answer fields cannot be used in analytics.
Tip: If most of the likely answers are known for a field, but you want to allow "other" responses, you can use a single select radio button field type or multi-select checkbox with an "other" option instead. This will let you count the responses for each option in analytics.
Short Answer field - Edit Field Mode
Short Answer field - Data Entry Mode
Paragraph (Multiple Line Text Field)
Paragraph text fields display several lines for entering a response. This is to encourage users to enter more information. Users may enter and save up to 2 GB of characters in a one paragraph field answer.
Paragraph fields cannot be used in analytics.
Paragraph field - Edit Field Mode
Paragraph field - Data Entry Mode
Option Fields
Single Choice (Radio Buttons) - Single Select
Radio button fields are option fields that accept only one selection. The choices for the field are entered when creating the field, and they can be edited later. Keep in mind that the options will appear on forms in the order that they are entered in the field properties. New options added later will be at the end of the list. An "Other" option can be added so that users can enter their own response.
Radio button fields and other option type fields can be used to create compylations in analytics. If only text options are defined for an option type field, then the calculations will be limited to counts and percentages.
Tip: Once a radio button option has been chosen, users cannot deselect it unless they choose another option. In case of accidental selections, it is good to have a "not answered" option. This is why you will see fields with "Yes, No, Declined to Answer" as choices.
Radio Button field - Edit Field Mode
Radio Button field - Data Entry Mode
Single Choice (Radio Buttons) with Numeric Values - Single Select
Radio button fields with numeric values are option fields that accept only one selection which is saved as a whole number. The text choices and number values for the field are entered when creating the field, and they can be edited later. Keep in mind that the options will appear on forms in the order that they are entered in the field properties. New options added later will be at the end of the list. An "Other" option can be added, but it will not allow users to enter a numeric value. Instead, you will need to set the value for "Other" in the field properties when you add that field option.
Radio button fields and other option type fields can be used to create compylations in analytics. With numeric values, you can use the field in calculations in analytics. Like other numeric fields, you can use built-in standard calculations or create your own custom formula.
Tip: Once a radio button option has been chosen, users cannot deselect it unless they choose another option. In case of accidental selections, it is good to have a "no value - zero" option. This is why you will see fields with "Yes, No, Declined to Answer" as choices.
Numeric Radio Button field - Edit Field Mode
Numeric Radio Button field - Data Entry Mode
(Numbers are only visible as they were added to the text option.)
Single Choice (Dropdown) - Single Select
Single choice dropdown fields are option fields that accept only one selection. The choices for the field are entered when creating the field, and they can be edited later. Keep in mind that the options will appear on forms in the order that they are entered in the field properties. New options added later will be at the end of the list.
Single choice dropdown fields and other option type fields can be used to create compylations in analytics. If only text options are defined for an option type field, then the calculations will be limited to counts and percentages.
Single Choice Dropdown field - Edit Field Mode
Single Choice Dropdown field - Data Entry Mode - dropdown menu closed
Single Choice Dropdown field - Data Entry Mode - dropdown menu open
Single Choice (Dropdown) with Numeric Values - Single Select
Single choice dropdown fields with numeric values are option fields that accept only one selection which saves as a numeric value. The choices for the field are entered when creating the field, and they can be edited later. The numeric values for the options will only be visible to users if you choose to include them in the text option. Keep in mind that the options will appear on forms in the order that they are entered in the field properties. New options added later will be at the end of the list.
Single choice dropdown fields and other option type fields can be used to create compylations in analytics. With numeric values, you can use the field in calculations in analytics. Like other numeric fields, you can use built-in standard calculations or create your own custom formula.
Numeric Single Choice Dropdown field - Edit Field Mode
Numeric Single Choice Dropdown field - Data Entry Mode - dropdown menu closed
Numeric Single Choice Dropdown field - Data Entry Mode - dropdown menu open
True/False
True/False fields are a special type of single choice radio button field with numeric values. They have two built-in options that cannot be edited or added to:
- True = 1
- False = 0
True/False fields and other option type fields can be used to create compylations in analytics. With numeric values, you can use the field in calculations in analytics. Like other numeric fields, you can use built-in standard calculations or create your own custom formula.
True/False field - Edit Field Mode
True/False field - Data Entry Mode
Multiple Choice (Check Boxes) - Multi-select field
Multiple choice checkbox fields are option fields that accept one or more selections. The choices for the field are entered when creating the field, and they can be edited later. Keep in mind that the options will appear on forms in the order that they are entered in the field properties. New options added later will be at the end of the list.
These fields and other option type fields can be used to create compylations in analytics. If only text options are defined for an option type field, then the calculations will be limited to counts and percentages. Also, with multi-select fields, the total number of selected options can be greater than the number of surveys/records completed because users can choose more than one answer on the same record.
Multi-select Checkbox field - Edit Field Mode
Multi-select Checkbox field - Data Entry Mode
Multiple Choice (Check Boxes) with Numeric Values - Multi-select Field
Multiple choice checkbox fields with numeric values are option fields that accept one or more selections that are saved as numbers. The choices for the field are entered when creating the field, and they can be edited later. Keep in mind that the options will appear on forms in the order that they are entered in the field properties. New options added later will be at the end of the list.
Multiple choice checkbox fields and other option type fields can be used to create compylations in analytics. If only text options are defined for an option type field, then the calculations will be limited to counts and percentages. Also, with multi-select fields, the total number of selected options can be greater than the number of surveys/records completed because users can choose more than one answer on the same record.
Numeric Multi-select Checkbox field -- Edit Field Mode
Numeric Multi-select Checkbox field - - Data Entry Mode
Multiple Choice (Multiselect) - Dropdown
Multiple choice multi-select dropdown fields are option fields that accept one or more selections. The choices for the field are entered when creating the field, and they can be edited later. Keep in mind that the options will appear on forms in the order that they are entered in the field properties. New options added later will be at the end of the list.
Multiple choice multi-select dropdown fields and other option type fields can be used to create compylations in analytics. If only text options are defined for an option type field, then the calculations will be limited to counts and percentages. Also, with multi-select fields, the total number of selected options can be greater than the number of surveys/records completed because users can choose more than one answer on the same record.
Multiple choice multi-select dropdown field - Edit Field Mode
Multiple choice multi-select dropdown field - Data Entry Mode - dropdown closed
Multiple choice multi-select dropdown field - Data Entry Mode - dropdown open
Multiple Choice (Multiselect) with Numeric Values
Multiple choice multi-select dropdown fields with numeric values are option fields that accept one or more selections that are saved as numbers.. The choices for the field are entered when creating the field, and they can be edited later. Keep in mind that the options will appear on forms in the order that they are entered in the field properties. New options added later will be at the end of the list.
Multiple choice multi-select dropdown fields with numbers and other option type fields can be used to create compylations in analytics. If only text options are defined for an option type field, then the calculations will be limited to counts and percentages. Also, with multi-select fields, the total number of selected options can be greater than the number of surveys/records completed because users can choose more than one answer on the same record.
Numeric Multiple Choice Multi-select Dropdown field - Edit Field Mode
Numeric Multiple Choice Multi-select Dropdown field - Data Entry Mode - dropdown closed
Numeric Multiple Choice Multi-select Dropdown field - Data Entry Mode - dropdown open
Number Fields
Number fields are used to collect whole number and decimals, and all number fields will accept both types of numeric entries. This field type does not accept negative numbers or any symbols besides numbers and a period for decimals.
Number fields can be used in calculation field formulas, and the calculation results can be negative numbers or positive numbers.
Number field - Edit Field Mode
Number field - Data Entry Mode
Range Fields
Range fields are numeric fields that only accept answers between a starting number (min value) and an ending number (max value). The range options are displayed as a number line with a slider. The step determines which numbers in the range that users can choose. Users can select the start value or end value for the range. Setting the step to 5 is the same as saying that numbers can only be chosen in increments of 5 between the minimum value and the maximum value, inclusively.
Like other numeric fields, range fields can be used in calculation field formulas and in compylation calculations.
Tip: Range fields can save decimal values if the step is set to 0.25 or 0.50 or another decimal value. This is different from numeric values for option fields, which do not accept decimal values.
Range field - Edit Field Mode - new field
Range field - Edit Field Mode - field with options entered
Range field - Data Entry Mode
Custom Calculation Fields
Custom Calculation fields include a set of standard calculation types and fully customizable formulas. The built-in calculations automatically apply to all fields with the "Include in Calculations" field option selected.
All calculation fields are numeric and can be used in analytics. They can even be used in other calculations on the same form if the "Include in Calculations" option is selected for a calculation fields.
Custom Calculation (Sum All)
The Custom Calculation (Sum All) field adds up all fields included in calculations. The total only calculates once all of the fields are filled in.
All calculation fields are numeric and can be used in analytics.
field - Edit Field Mode
field - Data Entry Mode
Custom Calculation (Avg All)
The Custom Calculation (Avg All) field adds up all fields included in calculations and then divides that total by the number of fields included. The overall average only calculates once all of the included fields are filled in.
All calculation fields are numeric and can be used in analytics.
field - Edit Field Mode
field - Data Entry Mode
Custom Calculation (Min All)
The Custom Calculation (Min All) field captures the smallest value of all fields included in calculations. The minimum calculates once all of the included fields are filled in.
All calculation fields are numeric and can be used in analytics.
field - Edit Field Mode
field - Data Entry Mode
Custom Calculation (Max All)
The Custom Calculation (Max All) field captures the largest value of all fields included in calculations. The maximum calculates once all of the included fields are filled in.
All calculation fields are numeric and can be used in analytics.
field - Edit Field Mode
field - Data Entry Mode
Custom Calculation (Custom)
The Custom Calculation (Custom) field is for entering your own formula using any of the fields with the "Include in Calculations" option set along with numbers and mathematical operations. The build equation area is only updated using the buttons for the numbers, symbols, clear, and backspace.
- Add: +
- Subtract: -
- Multiply: *
- Divide: /
- Set order of operations: ( , )
All calculation fields are numeric and can be used in analytics.
Tip: Only valid equations will save. You can click the checkmark next to the equation building window to have the system verify your calculation. A green check indicates that the calculation is accepted.
field - Edit Field Mode - full field options
field - Edit Field Mode - Build Equation Detail
field - Data Entry Mode
Time Fields
Time fields collect hours and minutes in military time with hours from 1 to 23. This is the only format offered so there is no am/pm selection.
Time fields cannot be used in calculation fields and cannot be used in analytics calculations.
field - Edit Field Mode
field - Data Entry Mode
System Fields
System fields are automatically captured for records in Compyle for all forms (entity records, notes, surveys). The only exceptions is the Source field which is only part of the Participant and Organization entity forms.
System fields can be exported. They are available as search filters.
| System Field | Usage | Data Type |
| Created Date | When the record was first entered into Compyle | Date |
|
Created By |
The user who entered the record initially | User Name |
| Modified By | The user who last updated the record | User Name |
| Modified Date | The most recent time the record was saved or updated | Date |
| Source |
how the record was added to Compyle (only captured for records added after Dec. 1, 2022 on)
|
Text |
Special Entity Data Fields on Participant and Organization forms
These fields appear only on the entity form. Some fields are standard while others, like primary worker, are optional.
| Participant Form Fields | Organization Form Fields | Description |
| Participant ID | Organization ID | Alpha-numeric ID, system generated or manually entered searchable |
| Profile Photo | Organization Logo | Image file upload, for search & folder thumbnails, not searchable |
| Email Address | Email Domain | identification, communication |
| Primary Worker | a list of users with the primary worker setting, creates a "My Cases" list for each user selected, searchable | |
| Primary Contact | Linked participant connected to organization record |
Special Survey/Data Tool Fields
E-signature (Name, relationship, date time, file attached)
Signature field - Data Entry Mode - Signature page of survey/data tool - with Create Signature popup details
Signature field - Saved Entry Mode
