databases

A database is a structured collection of similar information, such as a telephone directory. In a database, you organize information as a series of entries (or records), which make up individual sets of data, like a person's listing in a phone book. Each entry consists of a row divided into fields, or columns of particular types of data -- name, address, and phone number, for example. A database can be as simple as a "to do" list, or it can have a more complex structure like that of an inventory-tracking database.

The kind of eRoom database you create or use depends on the kind of information you manage, and the way projects are run in your organization. eRoom has different database types to suit a variety of project needs. Here are the basic categories of eRoom databases:

Databases can be either standalone, or enterprise. A standalone database is independent of other databases of the same type. An enterprise database shares its structure in instances across multiple eRooms (details below).

Blank database

A blank database has no predefined structure (no fields or data types already set up). When you create a standalone database from scratch, you define its structure from the beginning and tailor it to your own specifications.

Approval-process database

An approval process database extends the structure of a regular database to include a series of clearly defined steps, or phases. It lets you manage the relationship of activities in a project from start to finish. Entries (representing new products in development, or employment candidates, for example) move from one step to the next based on member approvals, or some other criteria. Each step has a structure that mirrors that of the database to which it belongs, but with separate settings for access control, notification, some field options, and summary page options.

Note: An enterprise database cannot be converted to an approval-process database, and vice versa.

Task database

A task database is any kind of database (regular, enterprise, or approval process) that has fields representing the qualities of ownership and completion. These fields classify any database entry as a task if it has either of the following properties:

Note: In order for tasks to successfully sync with Outlook, the member-owner field cannot be used as the title for entries in the database.

Template databases

A template database is a fully-defined database, managed by a community administrator, stored at the facility level, which is available for eRoom members to create. Such ready-made databases give eRoom members a quick start in managing task lists, approval processes, project milestones, and other structured data.

In regular database templates, you can provide sample data for demonstrating how to use the database, or for members to modify according to their own requirements.

Approval-process templates cannot, however, have any sample data. If you convert a non-approval-process template to an approval-process template, any sample data it contains is deleted.

Note: An approval-process template cannot be an enterprise database, and vice versa.

Customizable database

A customizable database is a template that has a predefined structure. Database templates are stored in a special directory of the facility your eRoom is in, and are shared by all eRooms in that facility. When you create a standalone, customizable database from a template, you can create it 'as is', or modify its structure to suit your needs.

Enterprise database

An enterprise database is a database template that provides a shared, consistent format for collecting, organizing, managing, and storing related data across several eRooms in a facility. This format is unchangeable except by an administrator. Because its structure is shared and constant across eRoom, an enterprise database offers a repeatable way of collecting the same kind of information from multiple eRooms.

In a reserved area of Facility Settings, an administrator creates the master enterprise database. From this master template, facility members can create instances of the enterprise database. Each eRoom in a facility can have one instance of a given enterprise database. While eRoom members cannot customize the structure of that instance, those with appropriate permissions can add entries to it.

An individual eRoom stores all the entries for an enterprise database that are created in that eRoom. All entries created in multiple instances of that database across eRooms, however, are stored centrally in the facility. Therefore, project managers (for example) with administration privileges can 'roll up' in an enterprise database overview (see below) all entries created in all instances of a particular enterprise database facility-wide.

Enterprise database overview

An enterprise database overview is similar to the summary page for non-shared databases. But instead of presenting all the entries in a standalone database, it presents an aggregate view of all entries created in all instances of the enterprise database in all eRooms in the facility in which you are a member.

You can only create an enterprise database overview in an eRoom. Also, you cannot add entries on an overview page, but you can delete them.

Suppose you supervise several projects that are managed in different eRooms across a facility. You can create a single enterprise database on the facility for tracking project issues in your organization that need resolving. Each eRoom in the facility can have a single instance of the "Issues" database in which members can record project-specific issues (database entries). You can then create an enterprise database overview to see all the issues from all the projects. One column in the overview names the eRoom from which the issues originate.

Database pages

Like other eRoom items, a database has its own properties and its own front page.

Database summary page

The front page of a database is its summary page (example). You open the summary page of a database the same way you open any eRoom item. The summary page of a regular database shows the entries in the database, according to the database's summary page options, and any search criteria applied.

Database entry page

A database entry also has its own page (example). The entry page shows all the fields in an entry. Entry pages can have comment areas, attachment boxes, and a change log that automatically records the entry's modification history. These fields are only displayed on entry pages, not on summary pages.

Approval-process database main summary page

The main summary page for an approval-process database displays an Approval Steps list showing the steps it contains. You can open the steps for which you have at least Open rights to. Columns in the list show the step names and number of entries in each. If a search filter is in effect, a third column shows the number of matching entries in each step.

Also, depending on the database's settings, the summary page has another list showing a roll-up of all entries in each step, displayed according to the database's summary page options, unless those options are overridden by different settings for the step's summary page options. When the summary page shows this entry roll-up, and a search filter is in effect, the roll-up shows only the entries that match the search criteria. In this filtered view, the roll-up includes, in addition to the database's selected summary column fields, a column that names the step in which each matching entry is located.

Approval-process database step summary page

Steps in an approval process also have their own summary pages, with their own summary options and optional search forms. The summary page for a step shows the entries it contains, displayed according to the database's summary page options, and filtered according to any search criteria applied.

Database structure

When entries are grouped, the summary page shows a subheading row for each value for the field you picked, and tells you how many entries have that same value (for example, ten entries with 'top' priority, five with 'low' priority, and so on). You can expand and collapse a list of the entries under each heading using the plus (

) and minus (

) controls. If grouping options permit, members can change the grouping field, for example, to see groups of entries with the same status (such as 'open' or 'closed') instead of priority.

The default grouping field (if there is one) is the field under which the database initially groups all entries on the summary page.

A grouping option field is one that members can pick to change the grouping field.

Working with databases

You use databases to store, retrieve, and manage structured information. As for any eRoom item to which you have the appropriate access rights, you can create, edit, delete, move, or set notification on a database. In addition, you can, sort, group, or search for information in existing database entries.

In approval-process databases, steps have their own structure, which reflects that of the database. However, unlike instances of an enterprise database, which match the structure of the master enterprise database exactly, many step properties can be set independently from the main approval-process database.

Access control for databases

The way you set access control for databases is the same as for other items. Initially, anyone who can get to the database can open it, and its creator (and, therefore, its owner) is the only member who can edit it (change database structure and layout).

The access control settings for the database determine who can create and modify entries. When you create or edit a database and click the "access control" button, pick who can edit an entry created in the database:

Database entries have no access control settings of their own. Approval-process steps, however, can have their own access control settings. Initially, steps have the same access control settings as the parent database. Once these settings are modified, however, they remain permanently independent from the main database, even if the two correspond again later.

Sorting database entries

As in folders, you can sort entries on the summary page according to any displayed field. Click a column heading once to sort it in ascending order, click again to sort in descending order. Your sort settings are retained across browser sessions.

Grouped database entries

When database entries are grouped under a particular field, the summary page shows one heading row (without data cells) for each value in this field only. The value appears in bold (with an unread mark, if there are unread entries in the grouping), and a number indicates how many entries contain the same value for that field. Values for all fields are hidden, or collapsed (example).

Note: Database entries in the map mirror the grouping and sorting in effect.

Searching in a database

For a regular or enterprise database, clicking "find" filters the database so that the summary page only shows entries that match your search criteria. eRoom also displays this message in the search form: "search filter in use, n entries found". All non-matching entries are hidden.

If an approval-process database provides database-wide search form, clicking "find" inserts in the list of Approval Steps a Found column that shows, for each step you have permission to open, how many entries meet the search criteria. This Found column is blank for steps that you cannot open. If the approval-process summary page also shows an entry roll-up, the roll-up shows only the entries that match the search criteria. In this filtered view, the roll-up shows a column that names the step in which each matching entry is located. If you open a step that has no overriding search form, the database's search form opens on the step summary page. In this case, any search criteria valid in the step is applied, and the step summary page shows the matching entries.

To show all the entries in your database, click "Reset" at the bottom of the search form. However, if search criteria was saved along with other view settings (via "save settings") you can manually set each search field to its most inclusive setting, such as blank, or "any".

To close the search form, click the minus sign (

) next to "Search form" at the top of the form. With the search form closed, any current search criteria filters the database so that only matching entries are visible. In this case, eRoom displays the "search filter in use..." message next to the "show search" button at the top of the summary page.

Saving view settings on the summary page

If you are on the Edit list for a database, you can save the current view settings (search criteria, grouping, and sort settings) by clicking the "save settings" button (

) in the command bar of the summary page. This puts the current view settings into effect for everyone who opens the database for the first time.

Databases and the recycle bin

When you delete a database entry, it goes to the recycle bin. However, such entries are still associated with the database from which they were deleted. As such, they remain affected by changes to the structure of their parent database. Also, if you permanently delete a database from the recycle bin, and the bin contains entries previously deleted from the same database, you must first confirm the deletion of those entries as well.

Note: Deleting an entry from an enterprise database overview places it in the recycle bin in the eRoom where it was created (that is, where the source instance is located).

Creating a database

You begin to create a database just like you do other items. When you click

(or the icon your eRoom uses for databases) on the Create page, the Create Database wizard opens to the Database Type page. From there you pick the type of database you want to create.

The steps you take in the wizard depend on the kind of database you pick, and, if it is customizable, the extent to which you modify it.

Or, if you are creating a customizable database from a template without going through all the steps in the wizard, "Next" creates the database.

Or, if you are creating an approval-process database from a template, and you choose not to go through all the steps in the wizard, "Next" goes immediately to the Approval Steps page in the wizard.

Keep in mind that when you create a blank database, customizable-database template, or approval-process database, you can revise it later. You can change its structure (add or remove fields), modify its fields (change data types or options), and adjust its properties (such as its color scheme) to accommodate project changes.

To create a blank database:

When you create a blank database, you build it from scratch, defining its fields and choosing its options. If you create a predefined, customizable database from a template, on the other hand, you can build one quickly, if you like, and customize it later. Which type you pick depends on your needs and which templates are available for your eRoom.

If you want entries to include fields for comments or attachments, or for automatically recording changes, type names for these fields as well.

Note: When you are editing a database and adding a field, this page also contains summary page options (if any) that pertain to the new field's data type.

To have the search form show boxes for every field in the database, select the check box in the "all fields" row. In this case, there is no difference between the basic and advanced search forms.

If you want to disable searching in the database (if your database is very small, for example), select the check box in the "no fields" row. In this case, there is no "search" button on the database summary page.

Note: The "grouping options" and "grouping default" settings interact in ways that logically follow your selections. For example, if you set the grouping default to "no fields" and you have no grouping option selected, then setting a grouping default automatically selects the same field in the "grouping options" column, and vice versa.

Selecting additional fields in the "grouping options" column has no effect on the grouping default. If you select multiple grouping-option fields, changing the grouping default to anything but "no fields" selects the corresponding grouping-option field, but doesn't clear any check boxes for previously-selected grouping options.

In the "grouping options" column, if you manually select all the named fields, then "all fields" is automatically selected. In this case, clearing the "all fields" check box clears all check boxes in the same column.

Also on the Database Summary Options page, decide whether you want the database summary page to have a space for comments and votes, or a box for attachments. Either select the respective check boxes or leave them blank, as appropriate. Click "Next".

To create a customizable database from a template:

Creating a customizable database template is nearly the same as creating a blank database, but with all the fields already defined. You can create the template 'as is', or customize its field options, summary page options, and other settings to your liking.

To create an instance of an enterprise database:

Except for its name, color scheme, access control settings, and choice of icon, an enterprise database is always created 'as is' so that all instances (in different eRooms) have a consistent structure. You can only create one enterprise database instance per eRoom.

(Since an enterprise database cannot also be an approval-process database, there is no check box on this page for making the database multi-step.)

To create an enterprise database overview (administrators only):

Only administrators can create an enterprise database overview, and they can only create one in an eRoom (not at the facility level). Except for its name, color scheme, access control settings, and choice of icon, an enterprise database overview is always created 'as is'.

If there is no instance of the enterprise database in the eRoom, pick its name, and then select the "create an enterprise overview" check box.

If there is already an instance in the eRoom, picking its name automatically selects the "create an enterprise overview" check box (which is read-only, since you can't create another instance anyway).

To create an approval-process database:

An approval-process database has the same structure (field definitions, summary options, and other settings) as a regular database, organized into a series of named steps. When you create an approval process, you first define the database proper (either from scratch or by using a customizable template), and then you define each of its steps.

Note: At least one field in an approval process database must be an approval field. You use this field to approve an entry (by editing it) and move it to the next step.

Note: If you are creating this database from a template that doesn't already have an approval field defined, you must define one now.

Note: Since the summary page for an approval process cannot have a comments area or attachment box, check boxes for these options do not appear in the wizard.

Note: This option does not appear if "manual routing" is set through the API.

Note: This option only appears if the approval process has at least one custom workflow processor (defined through the API) installed.

Note: Coordinators can always move steps manually, regardless of this setting.

Editing a database

Editing a database involves using the Edit Database wizard to modify database properties, structure, or options. This wizard uses the same pages as the Create Database wizard does, but lets you go directly to the page that controls the action you want to take. You can also choose to go through all the wizard's options as you do when you create a database from scratch, or customize a database template.

Tip: If you only want to change a database's name (and no other settings), right-click its icon and pick "Rename" from the pop-up menu. Otherwise, the only way to change its name is to edit it, and then go through all the database options.

To edit a database:

To convert a regular (non-enterprise) database to an approval process, select the "This database is a multi-step approval process" check box. If you are editing an approval-process database, you cannot change this setting.

To add a database field:

To delete a database field:

To move a database field:

Or, select "(before first field)" if you want the fields to appear first on the entry page.

To change a database field:

Or, on the Database Field Options page, click the edit icon (

) next to the field's name and type.

Click "Next" to proceed to the Database Field Options page (or "OK" to return to it).

Note: The type of data you can convert to depends on the data type you start with. The drop-down list for changing a data type lists only the allowable types.

Converting a database to a different type

Only an administrator, working at the facility level, can convert a stand-alone, non-approval database to an enterprise database.

Converting to an approval process

For a stand-alone, non-approval-process database, first make sure the database has at least one approval field (add one if necessary). Then, on the Set Database Name page of the Edit Database wizard, select this check box: This database is a multi-step approval process. When you click "OK", the Approval Steps page opens so you can set up your steps, as needed. Any existing entries in the database are added to the first step.

Converting from an approval process

The check box that specifies a multi-step database is read-only (once it's selected it cannot be cleared). Therefore, to convert an approval process to a stand-alone, non-approval-process database, you must delete all of its steps.

Working with database entries

When you open a database, you see the summary page, which presents the database entries. Database fields (columns) combine to form database entries (rows). Entries are the building blocks for recording, storing, and displaying information in a database. In approval-process databases, entries are grouped into different steps in the approval process. To move an entry to a different step, you can edit the entry to approve or reject it.

On the summary page, you can open, add, delete, edit, rearrange, search for, sort, and view or re-group any grouped entries. If you have Edit rights to the database, you can save the current view settings.

To open a database entry:

To return to the database summary page from the entry page, click

(up a level) in the map, or click "summary" at the top.

To add a database entry:

Or, on the Edit Database Entry page when you are editing an entry, click "Add Another".

Or, to continue adding entries, click "Add Another" at the top of the Create Entry page.

To edit a database entry:

Or, to edit multiple entries in sequence, use the "Previous" and "Next" buttons on the Edit Database Row page. When you click either button, eRoom saves the current entry and goes to the previous or next entry in the database.

Working with fields in database entries

When you create or edit entries in a database, your actions depend on the kind of data in each field. If a field has an initial value, you can change it if you need to.

Field type	Actions
Plain text	Enter and edit text with no formatting options. Possible limit to the number of characters.
Formatted text	Enter and edit text using a rich text editing box. (plug-in only)
Date	Enter and edit a date using a standard text box. Click to open a calendar, from which you can pick a date. If the field is a due date, you can select the "Done" check box to indicate a task completed. Then, on the summary page, this field has a check mark next to the date in an entry. Further, if this field is part of a task database, then the task is no longer included in your tasks list, and the next time you sync your task database with Outlook, the task will be marked 'Done' there as well. If you leave this check box empty, the field shows a date value only.
Number	Enter or edit numbers and related characters, such as currency symbols, commas, and decimal points.
Autonumber	You cannot edit autonumber fields because they are automatically set. On the summary page and entry pages, they are numbered in the order they are either created or sorted.
Yes/No	Pick either "Yes" or "No" from the drop-down menu.
Traffic light	Pick one of the available status indicators, including "(none)".
Choice list	Pick one of the available choices from the drop-down menu.
Member list	Click the member picker (). On the Choose Members page, pick the appropriate member(s). You can only pick one member, unless the field is set to "Allow multiple choices".
Approval	If you are a member listed as an 'approver' for an entry (or if you are the eRoom's coordinator or administrator), the "approve" button for this field will be available, if applicable, directly on the entry page itself, in addition to appearing in the editor.
Comment area	On an entry page, click "add a comment" or "take a vote" to include discussion comments or an embedded poll.
Attachment box	On an entry page, use the attachment area to create, add, and manage items related to the entry (other eRoom items, files, and so on). An attachment field in a database is like an embedded eRoom item box. With eRoom Enterprise only, a database attachment field might be set to automatically store in a default location of a Documentum Docbase all unlinked files created, dropped, or pasted there. The last step in an approval-process database, for example, might automatically archive a finished document in a Docbase. Previous steps might have this setting turned off while the document moves through its draft and review stages. See Specifying a default storage location in a Documentum Docbase in Content Server linking with eRoom Enterprise for details about this option.
Change log	You cannot edit a change log because it automatically records changes to the entry.

To cut, copy, and paste database entries:

You can use these commands on one or more entries at a time. If you paste entries from one database into another, eRoom matches fields by column title. If there is a mismatch, eRoom tells you which columns will be discarded and prompts you to confirm before proceeding.

Note: Unless an approval-process database permits members to move entries from step to step by hand, only eRoom coordinators can cut, copy, and paste entries between steps.

To delete a database entry:

Or, on the summary page, select the entry's check box and click "delete" in the command bar.

Working with approval-process steps

Steps in the approval process hold the database's entries, which are data records consisting of the fields defined in the database proper. Using the Step wizard, you can create and edit the properties of steps in the database. You can remove steps from a database, but you cannot cut, copy, or drag and drop steps.

About step properties

Steps inherit most of their properties from the parent database, but you can edit them separately (including some fields' options) using the Step wizard. The wizard uses the same pages as the Create Database wizard does for an approval process, but you can go directly to the page that controls the action you want to take.

Unless you change a step property from its initial (parent-matching) setting, its setting tracks all changes to the same property's setting in the parent database. Once you change that property in a step, however, the step's setting overrides that of its parent, and changes to the parent's setting no longer affect the same setting in the step. If the step/parent properties are changed so that they once again match, the setting-tracking resumes (except for choices in a choice list, which never sync up again once they are overridden), and changes to the parent are reflected in the step.

On the other hand, once access control settings for steps are modified from their initial settings, they are permanently independent, even if they again match the main database's access control settings later.

To add a step in an approval process:

Or, on the Edit Approval Process page, pick "Change the approval steps or approval rules" to open the Approval Steps page (and proceed from there).

To edit a step in an approval process:

Pick a field and click "Next" to open the Approval Step Field Options page. Modify field options as needed, and select the from the following summary options, as appropriate:

To delete a step in an approval process:

Or, in the map, right-click a step's icon and pick "Delete" from the pop-up menu.

Or, on the Edit Approval Process page, pick "Change the approval steps or approval rules" to open the Approval Steps page, and click

for the step you want to delete.

If it is the only remaining step in the approval process, whether or not it has any entries, you are asked to confirm that by deleting that step in the approval process, you convert it to a stand-alone database. Click "OK" to confirm.

eRoom deletes the step. If the step had entries and it was not the last remaining step in the database, the entries move to the step you picked. If the step was the only one left in the approval process, the database is now a regular database, and any entries are regular database entries.

Note: Deleted database steps are permanently removed from the eRoom and do not go into the Recycle Bin, if your eRoom has one.

Data types for database fields

Note: You can change a data type for a field after you save the database, but only to another type that is compatible with the original. For example, you can only change a date field to a plain text or formatted text field. This is to preserve any existing values in those fields, or to reasonably convert them.

Data type	Description and options
Plain text	For fields displaying text with no special formatting. You edit a plain text field using a standard text box. Limit this field to n (1-256) characters Select this check box if you want to restrict the size of a text field. Specify a number for n that defines the maximum number of characters the box for editing this field can hold. The default value for n is 40 characters. If you leave this check box empty, there is no limit to the size of a text field. Initial value Specify the content you want this field to display on the entry page and the summary page when you first create an entry. If you leave this option blank, the field has no initial content when you create a new entry. No word-wrapping Select this check box when you want all text in this field to appear on a single line on the summary page (example). In this case, the entry with the greatest number of characters in this field determines the width of the column. Otherwise, if text in this field cannot fit on a single line in a fixed-width column, it wraps to the next line and the field expands vertically to accommodate it. Display on the same line as the previous field Select this check box to change the layout of the entry page (not the summary page) so that this field appears on the same line with the preceding field instead of on a separate line. This setting is not available for the first field on the entry page, or if it follows one of the following types of fields: Formatted text, Member list, Approval, Comment area, Attachment box, or Change log.
Formatted text (plug-in only)	For fields displaying text with type styles such as bold and italic, as well as graphics and hyperlinks. You edit a formatted text field using an embedded rich text editing (RTE) box. The box for editing this field is n lines tall Select this check box if you want to define the height (n for number of lines) of the RTE box you use to enter formatted text for the field. While this number doesn't limit how much text the field can hold, you can use it to visually accommodate the size of a typical value. Initial value See above. No word-wrapping See above.
Date	For fields displaying calendar dates. You edit a date field using a text box with a date picker () provided for choosing a date. This is a due date Select this check box to classify the date as a deadline or milestone. When you create or edit an entry with a due date field, the editor for that field includes a "Done" check box, like this. If a database has both a due-date field and a member-owner field, it qualifies as a task database. However, in order for the task database to successfully sync with Outlook, the member-owner field cannot be used as the title for entries in the database. Initial value Pick the setting that determines the value you want this field to display on the entry page and on the summary page when you first create an entry. Blank -- (the default) Show nothing. Date created -- Show the date on which the entry is created. Date created plus [n] days -- Show the date that occurs n days (you supply a number for n) later than the date on which the entry was created. Display on the same line as the previous field See above.
Number	For fields displaying fixed digits and related characters, such as currency symbols, commas, and decimal points. Initial value See above. Display on the same line as the previous field See above.
Autonumber	For fields displaying numeric values that the eRoom software generates automatically when you create an entry. You cannot edit autonumber fields. Number entries -- Pick how you want entries numbered. in the order they're created -- (default) This 'freezes' numbers at their displayed value when the entries are created. Values are preserved when you change the sorting order of entries, or if you add, delete, or move rows. in the order they're sorted -- This changes the displayed value of numbers if you change the sorting order of entries, or if you add, delete, or move rows. Choose this option if you want to show the numerical rank of database entries according to their current sort order. Display on the same line as the previous field See above.
Yes/No	For fields displaying "Yes" or "No" values, such as in columns labeled Complete or Shipped. Initial value -- Pick whether you want Yes or No displayed in this field on the entry page and the summary page when you first create an entry. Display on the same line as the previous field See above.
Traffic light	For fields that visually indicate the overall status of entries. Each "traffic light" field can display one of three settings in the style you choose (example). Traffic light style Pick a style for how you want the status indicators to appear. -- individual traffic lights (green, yellow, or red) -- groups of traffic lights with only one color illuminated (green, yellow, or red) -- colored flags (green, yellow, or red) -- thumb pointers (up, both up and down, or down) -- symbols (check, dash, or "x") Custom text (instead of the corresponding icons) -- In the text boxes, type a text equivalent for each of the three colors. This text appears in the field instead of the corresponding traffic light image. Initial value -- Pick how you want the status indicator to appear on the entry page when you first create an entry. an individual traffic light -- Show either a red, yellow, or green traffic light. (none) -- (default) Show nothing. Display on the same line as the previous field See above.
Choice list	For fields that display a subset of predefined values. When editing a choice-list field that allows one choice only, you pick the value from a drop-down list of predefined choices. When editing a field that allows multiple choices, you use the 'choice picker' () to select from a set of predefined values. Choices In the text box, type on separate lines the set of values you want members to choose from (replace the initial values, which are there for example only). If you allow multiple choices, do not include the semicolon character (;) as part of any value. Otherwise, such values will not import properly in .csv format since the export data converter uses the semicolon to delimit values in a choice field. Allow multiple choices Select this check box to allow members to choose more than one value for this field when creating or editing an entry. Initial value Leave the text box blank, or if you want this field to display a value when you first create an entry, type one of the values you specified as choices. No word-wrapping See above. Display on the same line as the previous field See above.
Member list	For fields that display the names of eRoom members. You edit a member list using the member picker () to select from the set of members to choose from. Which members should be listed? Pick whether you want All members listed as choices for this field, or just a subset of the eRoom membership (Only these members). This is an owner field Selecting this check box classifies the member field as having an owner. In combination with the database having a due-date field defined in the database, having a member-owner field defined (with this setting) qualifies the database as a task database. However, in order for the task database to successfully sync with Outlook, the member-owner field cannot be used as the title for entries in the database. Initial value Of the members you specified to be listed as choices for this field, specify the particular members (if any) you want shown as the initial value for this field. If you pick "(creator)", the initial value is the name of the member who creates the entry. To show nothing in this field when you create an entry, leave the box blank. Allow multiple choices Select this check box if you'd like people to be able to pick multiple members. Display initials, not full names Select this check box if you want to display members' initials instead of their full names on the summary page for this field. Members' full names are displayed on the entry page even when you have this option set.
Approval	For fields identifying members who can approve entries in the database. On the Edit Database Entry page, approval fields include a field for specifying a deadline for approving the entry. Any deadline is also displayed on the summary page, in the approval field. A member listed as an approver can click "Approve", and then on the Choose Members page, select the check box next to their name to register their approval. In an approval-process database, in any step after the first one, the approval fields on the Edit Database Entry pages include a "Reject" button in addition to "Approve". If you are an approver, clicking "Reject" lets you write an explanation before sending an entry back to the preceding step, where the entry page displays your reason for not approving the entry. Approvers Use the member picker () to choose the members, groups, or roles with the authority to 'sign-off' on an entry (for example, project leaders, editors, or managers). Each entry must be approved by: Specify whether all names identified as approvers must sign off, or whether approval by any one of them is sufficient. This is an owner field Select this check box to classify the approval field as having an owner, thus qualifying the database as a task database, and enabling it to sync with Outlook. Initial value To display names of approvers when you create an entry, either use the member picker (), or, to specify no initial names, pick "(none)". Initial deadline See above.
Comment area	For including on the entry page a space for adding comments. A database can only have one comment area field. Allow nested responses Select this check box so members can insert direct replies to individual comments.
Attachment box	For including on the entry page a space for adding files. A database can only have one attachment box field. With one exception for eRoom Enterprise, there are no options for this data type. Contained files are linked to the Content Server by default (eRoom Enterprise only) Select this check box to specify a default storage location in a Documentum Docbase for all files created, dropped, pasted, or routed into any entry's attachments box. In an approval-process database, for example, the last step might automatically store a finished document in a Documentum Docbase. Previous steps might have this setting turned off while the document moves through its draft and review stages. See Specifying a default storage location in a Documentum Docbase in eRoom Enterprise for details about using this option. Note: This option is only available for attachment fields in databases, not attachment boxes in other eRoom items, such as notes and polls.
Change log	For automatically recording any modifications to database entries or tasks and on individual entry or task pages, displaying a row that shows a record of each change. A database can only have one change log field. When a change log records ten or more changes, it displays just the most recent five. Click to expand or to collapse the log to view or hide the earlier changes. There are no options for this data type.

Converting fields to other data types

After you define all the fields in a database, you might want to change a field from one data type to another. For example, suppose you define a field for plain text, and you later decide that it needs hyperlinks. You can change the field to formatted text, which provides the ability to insert hyperlinks.

When you change a database field from one data type to another, the following notes apply:

Exporting and importing a database

To export data from a database:

If there are any formatted text fields, the Export Database Item page asks if you want to export them as HTML.

Note: Images in formatted text fields, attachments, comments, and change log entries are not exported.

To import data into a database:

eRoom database item export files have the extension ".csv". The file must begin with a header row containing column names.

Columns in the text file whose names match columns in the eRoom database are imported into the database.

Note: If you are importing into an approval-process database, the .csv must contain an additional column labeled "Step" that contains the name of the step you want the entry imported into.

Databases

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