Add Open Data Text Field
An Open Data Text Field is one of the building blocks you might build in Master Data when preparing to set up Monitoring or Receiving Programmes. Open Data Text Fields are alphanumerical, which means you can enter any and all letters and numerals in the Test response field in the Records. Just as all other Open Data fields, the Text Field will not carry any 'Pass', 'Pass, Warning' or 'Fail' specifications, and they are intended for collecting specific information which is not subject to testing.
You may use the Text Fields to collect overall information for a Record, such as recording a 'Traceability Number' for a Sample point, 'Order Number' of an incoming delivery, or something general like a space to add additional 'Comments' about the Sample.
Adding an 'Open Data - Text Field'
To add an 'Open Data - Text Field', navigate to the Tests module via 'Master Data>Tests', then click on 'Add Open Data>Text Field'.
Image: Adding an 'Open Data - Text Field'
Image: Blank 'Open Data - Text Field'
Enter 'Open Data - Text Field' Details
Image: Completed 'Open Data - Text Field' Details
1. Name: Enter the name of the Test. This name will appear in the 'Open Data' folder when building Monitoring and Receiving Programmes.
2. Folder: It is good practice to organise your Text Fields into folders to help you keep them in logical, tidy groups. This will help you to source your Text Fields more easily when you are building your Programmes. Adding Text 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 Text Field - this will appear in the Monitoring and Receiving Programmes when building them, helping you identify your Text Fields more easily if some are built with similar names. The description will also appear in the Monitoring and Receiving Records when you hover over the name of the Test.
Image: 'Text Field' Descriptions as they Appear in the Monitoring Programme Building Stage
Image: 'Text 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 built, or when you are selecting them in the Monitoring or Receiving Programmes. There are three main ways to distinguish the Open Data fields so that 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. Procedure: 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 preview 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 - Text Field' in a Record, with Attached Procedure - Blue Hyperlink
5. Save: Click the 'Save' button to save the Open Data Text Field and move it to the 'Open Data' tab 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 an 'Open Data - Text Field' in a Record
To complete an open text field in a Record, click into the box under the Test name and enter the required details. The 'Open Data - Text Field' allows for any alphanumerical value to be entered into the field.
Image: Completed 'Open Data - Text Field' in a Monitoring Record
