Ninox supports several data types for the columns / fields of a table. There are four different kinds:
- Data fields are filled in with data.
- Formulas are used for automatically calculated results.
- UI elements help with structuring the forms.
- Table references allow you to relate tables to each other.
- Required determines, if this field must be filled in. If there is no value entered, Ninox shows a warning.
- Default value defines a value that is filled in automatically by Ninox, anytime you create a new record.
- Width gives you the option to adjust the field width as shown in the form.
- Trigger after update defines a trigger.
- Display field only, if allows to hide a field in the form under certain conditions. This condition is defined as a formula.
Set the formula to ‘No’, in order to hide the field permanently.
- Global unique ID is generated automatically by Ninox. It is of internal use only. Although you are allowed to modify it, you should only do so for good reasons.
Text fields are among the most important data types in Ninox. Use them to enter single-line or multi-line texts. Sometimes text fields even are the best way to record numeric values: this is true for numeric codes such as postal codes, item numbers and telephone numbers. (A code might start with a ‘0’ which a number field does not allow.)
- Minimum length determines the minimum number of characters that must be entered in this field. If this limit is undercut, Ninox will give a warning.
- Maximum length determines the maximum number of characters that can be entered in this field. If this limit is exceeded, Ninox will give a warning.
As opposed to normal text fields, the field type text (formatted) supports the input of longer texts and especially their formatting. This way you can use bold, italics and underlined multiline texts as well as headers and bullet points.
Text (formatted) is suited well to record descriptions and additional information. You shouldn’t use text (formatted) as a substitute for normal text fields, though, because there are some limitations compared to normal text fields:
- The sorting order might be affected by text formatting.
- There are no options for validation available.
- Is not included in summaries or previews, for example in search results.
Therefore, use text (formatted) for fields like ‘Comments’, ‘Notes’, ‘Remarks’. In the case of fields like ‘Name’, ‘Title’, ‘Category’ we recommend that you use the normal text field.
Number fields record number values and support their formatted output, for example as an amount in a currency.
- Minimum determines the minimum value. If this limit is undercut, Ninox will give a warning.
- Maximum determines the maximum value. If this value is exceeded, Ninox will give a warning.
- Number format determines how the number will be displayed. Note: The format ’23 %’ adds a percent sign to the number. However, the number is not recognized as a percentage when doing calculations, so that you might have to divide by 100 to get the result you are looking for.
Yes / No
Yes / No-Fields have three states: Empty, Yes and No. They are shown in the form as a simple drop-down menu. If you want to avoid the state ‘Empty’, you should define the field as ‘required’ and choose a default value.
Using choice fields you can create self-defined value lists which appear as drop-down menus in the form. Instead of entering a word or number, you pick one of those values. This field type is suited well to record a state, for example ‘open’, ‘done’, ‘deleted’. In addition, you can set a background color and/or an icon for each value. Both are also displayed in table views helping you to keep track easily, for example, of the states of your to-dos.
If you re-name a value later, all data records will be updated accordingly.
You can change the order of the values using drag & drop, which will affect the order of values in dropdown menus.
Date fields record the date, but no time. They are suited for birthdays, whole-day events, invoice dates etc.
- Show in calendar defines, if the data records of this table are displayed in the calendar.
- With color determines which color is used to display the data records. Use this option to be able to distinguish different entries quickly.
- Anniversary Makes it possible to repeat an event each year, especially birthdays. Choose ‘Yes’ and the entry is displayed on that day independently of the year.
Time fields record a time which is unrelated to any date.
Date + Time
Use Date + Time to record a time specification with date and hour in the same field.
A Time interval is the time between two points in time. A Time interval is the most precise method to measure time, because several days, hours and minutes are supported. If you want to register worked hours, for example, you could use Time interval to record the idle time.
If the time you want to measure is below 24 hours, it might make sense to ‘misapply’ an hour field, because the hour field is more user-friendly.
Appointment fields record two points in time – start and end – in the same field. Also, appointments are shown in the week view. If your database includes a table with a date field, you can create new appointments directly in the calendar.
Image fields let you insert photos from your camera or other images from your library into your records.
With URL fields you can enter an internet address and call the web browser to open that address.
Email fields let you enter email addresses and support sending emails directly
- Subject: you may enter a subject line that will be automatically added when hitting the email button on that email field. It even allows for embedding calculated values with formulas.
- Body: as with subject, you may enter a default email body.