Add Open Data Date Field
An Open Data Date Field is one of the building blocks you might build in Master Data when preparing to set up Monitoring Programmes. Open Data Date Fields are entered by using a calendar icon in the Monitoring Record.
The Date Field is oftentimes used to record the expiration or use by dates, etc., for a product or raw material - be it during production or for incoming deliveries. A Date Field can also be useful in cases when a Record is completed on different days of the week or month, for example, and you wish to note the specific date in the Record.
Note: The 'Open Data - Date Field' cannot be used in the Receiving Module.
Adding an 'Open Data - Date Field'
To add an 'Open Data - Date Field', navigate to the Tests module via 'Master Data>Tests', then click on 'Add Open Data>Data Field'.
Image: Adding an 'Open Data - Date Field'
Image: Blank 'Open Data - Date Field'
Enter 'Open Data - Date Field' Details
Image: Completed 'Open Data - Date Field' Details
1. Name: Enter the name of the Test. This name will appear in the 'Open Data' folder when building Monitoring Programmes.
2. Folder: It is good practice to organise your Date Fields into folders to help you keep them in logical, tidy groups. This will help you to source your Date Fields more easily when you are building your Programmes. Adding Date Fields to folders with clear naming conventions will help you speed up your Programme Building Process.
3. Description: This is an open text field. Provide a brief description of the Date Field - this will appear in the Monitoring Programmes when building them, helping you identify your Date Fields more easily if some are built with similar names. The description will also appear in the Monitoring Records when you hover over the name of the Test.
Image: 'Date Field' Descriptions as they Appear in the Monitoring Programme Building Stage
Image: 'Date Field' Descriptions as they Appear in the Monitoring Records After Hovering on the Test Name
It may be difficult to tell the different Open Data Fields apart when they are being built, or when you are selecting them in the Monitoring or Receiving Programmes. There are three main ways to distinguish the Open Data Fields to they are more easily distinguishable in the system.
Option 1: Include an indicator in the Name of the Open Data. This would be useful in the case when selecting Open Data in Monitoring or Receiving Programmes, but they may look a little heavy in Records, especially if a large amount of Open Data and Tests are used within the Programmes.
Option 2: Ensure you create a strong Folder structure which will be displayed in the Open Data tab in the main Tests module page, and will allow you to search for your Open Data by navigating the folder structures when building your Programmes.
Option 3: Add the type of Open Data Field in the Description of the Open Data Fields. This will not affect your naming conventions and your folder structure, and you will still be able to differentiate between them when building Programmes, as the descriptions will appear when the Open Data is selected in a Programme.
Image: Open Data Tab in Main Tests Module Page
4. Procedures: If a related Procedure is required, you can select the supporting Document previously uploaded to Master Data here. When completing a Record, you will be able to click on the name of the Test (which will appear as a blue clickable hyperlink) and view or download the Document while in the Record.
To select a Procedure, click on the dropdown arrow and your Documents folder will be displayed. From there, navigate to your required folder, select your file until a grey background appears, and click 'Select' to add it to the Test. To remove a procedure, click the 'X' button.
Image: Select a Procedure Document
Image: Blank 'Open Data - Date Field' in a Record, with an Attached Procedure - Blue Hyperlink
5. Save: Click the 'Save' button to save the Open Data Date Field and move it to the 'Open Data' column in the main Tests module page.
6. Cancel: Click the 'Cancel' button to cancel your progress and return to the main Tests module page. If you choose to cancel, you will lose your progress without the possibility of recovery.
Completing 'Open Data - Date Field' in a Record
To complete a date field in a Record, click on the 'Calendar' icon and select the required date.
Image: Select a Date by clicking on the Calendar Icon
Image: Completed 'Open Data - Date Field' - Calendar Icon Expanded
