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Data Types

Location: Data Types (task ID: DatatypeMnt)

The data type management functions are available for users who have administrator rights.

It is not recommended that several users use the same management function at the same time.

Data types (for example, actual, budget, forecast) ensure that different types of data can be entered, stored, and reported separately. Data types are connected to dimensions and dimension units, which means that it is possible to define dimensions that are only used with one data type, or that some unit is in use, for example, in the budgeting process, but not when reporting the data of the “actual” data type.

Extra fields can be used, for example, for adding extra information about the entered figures or for saving figures that can be used as reference data. It is recommended that a numeric data type extra field is used instead of an extra period when there is no need for currency conversion or sum row calculation. For more information about extra periods, see Years and Periods.

You cannot add more data types to the system than the licence file allows. If there are more data types in the system than the licence file allows, the Clausion client opens to users with administrator rights showing only the Data Types and Database Management tasks so that an administrator can decrease the number of data types. For other users, the Clausion client closes after an error message, and they cannot log in until an administrator has decreased the number of data types.

If a new licence file with more data types is taken into use, users must restart the Clausion client.

Adding data types

Note that the maximum number of data types is 24.

  1. In the Data Types view, click .

  2. In the Add New Data Type pop-up window, type an ID for the data type in the ID field, and click OK. Note that the ID cannot be modified after the data type has been saved in the system.

  3. On the Basic Data tab, type a name for the data type in the languages used in the system, and select the currency table to which you want to connect the data type. A data type can be connected to only one currency table, but a currency table can be connected to several data types. (For creating currency tables, see Managing Currency Tables).

  4. On the Extra Fields and TR Extra Fields tabs, you can add extra fields used for input data:

    1. Click . The ID is automatically filled in for the extra field.

    2. In the Name fields of the right-hand side, type a name for the field in the languages used in the system.

    3. From the Field Format drop-down list, select Numeric or Text.

      • For Text, type the maximum length of the text in the Max length of field text field.

    For text type extra fields only:

    1. From the Field Type drop-down list, select Free text entry, Drop-down list, or Check box.

    2. For Drop-down list or Check box, the Options list is enabled in the right-hand side pane. Add the desired options for the drop-down list or check box:

      • Click and type a name for the option in all language used in the system. The names are shown as items in the extra field selection list in input templates.

      The Default option is not in use in this version.

  5. To save the data type, click .

The data structures are not created in the database when the new data type is saved or deleted. Before any data can be entered to the new data type or the related columns of a deleted data type are removed from the database, the database structure must be updated in the Database Management view. After updating the database structure, also the Clausion server must be restarted.

You can change the type of an extra field or TR extra field if no data has been entered to the field. If data has been entered to the field, it is only possible to change a numeric field to a text field. You cannot delete an extra field or TR extra field if data has been entered to it.

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