Fields (Data Types & Configuration)

Define your data structure with a versatile field type system — from basic text to advanced formulas.

Table of Contents

· [Introduction to Fields](#introduction-to-fields)

· [Create a New Field](#create-a-new-field)

· [Special Fields](#special-fields)

· [Field Types Reference](#field-types-reference)

· [Unique Fields](#unique-fields)

· [Field Actions](#field-actions)

Introduction to Fields

Fields define the structure and type of data stored in each record of a table. They are the building blocks of your database, determining how information is entered, displayed, and processed.

By understanding how fields work, you can design more effective tables and ensure consistent, meaningful data across your workspace.

Create a New Field

1. Click the ➕ icon in the table header where you'd like to insert the new field

2. In the New Field panel:

· Enter the field name

· Select the appropriate field type (e.g., Single line text, Number, Lookup...)

3. Configure additional settings:

· Default Value: Automatically applied to new records

· Description: Context and usage guidance for the field

4. Click Save Field to finalize

Default Value

You can set a default value when creating a field. This value is automatically applied to new records created after the field is set (does not affect existing records).

Default values can be:

· Fixed values: e.g., "N/A", "Unknown", 0

· Dynamic values: e.g., current date, current time, user ID

Field Description

Adding a description provides context for team members. The description appears as a tooltip when hovering over the ℹ icon next to the field name in the table header.

Special Fields

Primary Key

· Automatically created when a table is created

· Uniquely identifies each record

· Ensures data integrity for backend operations

· Typically hidden from end users

Display Value

· A human-readable label for quick record identification

· Used when displaying records in the interface (e.g., in Links, Lookup fields)

· It's recommended to use a field with unique values as the Display Value

📝 NOTE: The Primary Key ensures consistent record management, while the Display Value improves usability and context.

Field Types Reference

📝 Text-based

Field Type	Description
Single line text	Single line of short text
Long text	Multi-line text with basic formatting
Rich text	Rich text with bold, italic, bullets, headings...
Email	Email address with automatic validation
Phone	Phone number
URL	Web link, clickable to open directly

🔢 Numerical

Field Type	Description
Number	Integer values
Decimal	Decimal/floating-point numbers
Percentage	Percentage values (displays % symbol)
Currency	Monetary values (VND, USD, EUR...) with appropriate formatting

📅 Date & Time

Field Type	Description
Date	Date only
Time	Time only
Date and Time	Combined date and time
Duration	Time span (hours, minutes, seconds)

🏷️ Select

Field Type	Description
Single select	Choose one value from a dropdown list
Multi select	Choose multiple values from a list (tag-style)

🔗 Links & Relations

Field Type	Description
Links	Create relationships between records of two tables
Lookup	Display a field from a linked table (similar to VLOOKUP in Excel)
Rollup	Aggregate calculations on linked data (SUM, COUNT, AVG, MIN, MAX)

💡 TIP: **Links** is the most powerful feature of Tables compared to traditional spreadsheets. For example: link a "Customers" table with an "Orders" table to easily view all orders for a customer, or calculate total revenue with Rollup.

📎 Custom Types

Field Type	Description
Attachment	Upload file attachments (images, PDFs, documents...)
Checkbox	True/false toggle
Rating	Star rating (1-5 or customizable)
Barcode	Generate barcode from another field's value
QR Code	Generate QR code from another field's value
JSON	Store JSON data
Geometry	Geometric data
GeoData	Geographic coordinates (latitude/longitude)

🆔 Identifier Types

Field Type	Description
UUID	Auto-generated unique identifier
Auto Number	Auto-incrementing number

🧮 Formula

Field Type	Description
Formula	Auto-calculated values based on expressions — supports math, string, date, and logical operations

Formula Examples: ────────────── Total price: {unit_price} * {quantity} String concat: CONCAT({first_name}, " ", {last_name}) Conditional: IF({status} = "Active", "✅", "❌") Date calc: DATEADD({start_date}, 30, "days")

Unique Fields

Certain field types can be configured to enforce uniqueness — preventing two records from having the same value.

Supported Field Types for Uniqueness

· Single line text, Email, Phone, URL

· Number, Decimal, Currency, Percent

· DateTime, Date, Time

Important Notes

· Empty cells are permitted and do not violate the uniqueness constraint

· When converting an existing field to unique, all existing values must already be unique

· Unique and Default Value are mutually exclusive

· Uniqueness constraints are supported only for tables created within ClickAI (not for external databases)

Field Actions

Action	Description
Rename	Change the field name
Change Type	Change the data type
Set Default Value	Set a default value for new records
Adjust Width	Adjust the column width
Hide/Unhide	Show or hide the field in the current view
Set as Display Value	Set as the primary display label
Sort	Sort ascending or descending by this field
Duplicate	Create a copy of the field
Insert Before/After	Insert a new field before or after
Delete	Remove the field
Add Description	Add or edit the field description

How to access: Right-click on the field header or click the ▼ icon in the header to open the context menu.

🚨 WARNING: When changing a field type (Change Type), existing data will be automatically converted. However, some conversions may cause data loss (e.g., converting Rich Text to Number). Always review before making changes.