Available Fields

The Available Fields tab represents all the shared fields that are available to the system. It provides the ability to create fields that can be used across Output Schemas and they must be added to an Output Schema to be used. The fields selected will be those that will be on the converted output file.

Notice that when you land on the Available Fields page for the first time, a set of locked default Field Names and their associated Data Types are represented on the list. These fields have been created by the system, cannot be deleted, and are represented by a lock icon on the far right.

Additional Fields

Click the Add button on the Available Fields tab.

The Add New Field(s) screen will display and the required fields are highlighted in red.

Enter a Field Name - name(s) may contain only letters, numbers, dashes and underscores. Names cannot contain spaces.

Then select a Data Type for the new field name.

Notice that if a duplicate field is entered, the field will remain highlighted in red and a message will be displayed noting that it already exists and the Add button will not become enabled.

Add New Field to Output Schema

From the Add New Field(s) screen you also have the option to add the new field to an Output Schema by highlighting it and clicking the Add button.

The new field name will now display on the selected Available Fields list for that Output Schema.

Add Multiple Fields

From the Add New Field(s) screen, you can also click the Add Multiple checkbox to add multiple new field names at one time. Be sure to enter each field name on a separate line.

For fields that have an alternate Data Type, enter the field name and the data type on the same line, separated by a comma; example: {fieldName},{dataType}. Available data types are visible in the “Select a Data Type” drop down. For fields that have the same data type, simply enter each field on a separate line and select a Data Type.

The multiple fields can be added to an Output Schema, if desired.

When the Add button is selected all the entered field names will now display in the Available Fields list and to the output schema, if selected.

Field and Output Schema Filters

You have the ability to search or filter the list of available fields by using the Field Name Filter.

Notice that you also have the ability to manage and filter Available Fields by Output Schemas.

The default is All.

Select the Not Used option to display a list of Available Fields that have not yet been used by any Output Schema.

You can also choose from the dropdown list the existing Output Schemas to view the fields associated with each one. From there, you can easily add more output fields.

Simply click the Add button.

Enter a new Field Name,

select a Data Type and

an Output Schema.

Select Add.

The new field will now display on the selected Output Schema.

These distinctions ensure that data management processes are both accurate and adaptable to various requirements, enhancing both data integrity and usability.

Field Option Menu

On the main Available Fields tab, several options can be accessed from the gray menu bar.

Data Type - allows you to select a different Data Type, if needed. The following data types are available:

Boolean - one of two possible values denoted as either true or false (check = true, unchecked = false).
Date - a specified date such as a start or end date.
Domain* - This data type enforces strict conformity to predefined values. When selected as the data type, a menu icon appears in the Domain column. Clicking this icon opens the Manage Domain screen where you can add new domains for validation. This is used to ensure that input values strictly match one of the predefined options in the output configuration. For example, a printing agency processing state data must see inputs match one of the 50 predefined state abbreviations. If the input does not match, the system will flag it as an error, with the option to default populate error outputs, which are highlighted in the conversion report.
Double - a number with a decimal
Email - if the output field does not look like an email, the field will be blank. If you want the email to display regardless, select the data type of string instead.
Integer - a whole number
Phone - phone number
String - text comprised of a set of characters that can also contain spaces, numbers or special characters. A street address is an example of a string data type.
Transformation* - This type allows for more flexible data handling, such as using regular expressions to identify patterns in input data and map them to a limited set of output options predefined in the Manage Domains screen. For instance, various transaction types like 'purchase', 'return', 'inquiry', and 'donation' can be standardized into a single output field 'transactionType'.

Upper - select this checkbox to have the data in the field present as UPPERCASE on output. You can view the output on the Run -> View Report.
Lower - select this checkbox to have the data in the field present as lowercase on output. You can view the output on the Run -> View Report.
Profile - make this selection if you would like to have the data on output included in the Run Report Profile showing a field distribution including Count and Percent. See Run -> View Report.
Min/Max - Only available on data types string, date and integer, this feature enables you to see the lowest and highest values for a particular output field. For example, you might select customer ID to view the lowest and highest values for this field on the Min/Max Profiles section of the Run Report.
Domain - the Domain icon will display in this column if domain or transformation is selected as a Data Type. Click on the icon to view or Manage Domain for the field name.
Hash - selecting this feature transitions the field value into one of the selected hash types. This is a one-way algorithm that cannot be undone and currently supports SHA-256 and MD5.
Pad Left - (Left Padding) is a string operation that adds characters (usually spaces or zeros) to the left side of a string until it reaches a specified length. This is commonly used to format numbers, align text, or ensure consistent data representation.
Error Default - used to plug a value into a field’s value on error. For example, if an integer type field does not parse correctly (contains ‘ABC’ for instance), you could plug 0 on the output by default. Anything done in the builder takes precedence.
Null Default - use this column to create rules that govern the field across convert types when Null occurs in the input. Adding a value here would replace a null value with the provided value. Anything done in the builder takes precedence.
The locked icon reflects that the field name is part of the system’s default name set and cannot be deleted. Field names not included in the default set can be deleted. Select the trash can icon to remove a field.

Note that if the Available field has been used in any Output Schema, a warning message will display.

*Both domain and transformation functionalities are managed through a similar interface in the admin screen, allowing definition of potential output values. However, the key difference lies in their application:

Domain does not permit remapping and requires that all input data strictly conform to the defined outputs. Non-conforming data will result in an error.
Transformation offers the flexibility to remap input data to conform to defined outputs, which is particularly useful for standardizing variable inputs into a consistent category or term on the output side.

Be sure to select Save whenever entries or edits are made to the Available Fields page. Select Undo to revert the Available Fields page to its previously saved state.