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)

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.

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