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Field Types

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This reference guide describes every field type that can be added to a table in TrackVia. Once a field type is added to a table, you will need to give it a name. Aside from Document, Image, Attachments, Auto Counter, Checkbox, and Calculated fields, you also have the ability to set a field as Required and/or Unique.

To learn how to add fields to a table, see How to Customize Tables.

Join limit note: Some field types consume part of a table's join capacity: Drop Down, Image, Document, Attachments, Application User, and User Group fields, along with relationships and Calculated/Triggered fields that reference any of these. Tables have a hard limit of 61 joins (59 available after the built-in Created By and Last Updated By fields). See [Understanding the Join Limit] before adding many of these fields to one table.

Text Fields

Single Line — A short, one-line text box for entering words, letters, or numbers. Limited to approximately 250 characters.

Paragraph — A multi-line text box for longer amounts of text, such as sentences and paragraphs. Limited to approximately 65,000 characters typed or pasted. The limit is lower if multi-byte UTF-8 character sets are used.

Numeric Fields

Number — Accepts decimals, positive numbers, and negative numbers. For example, valid entries include: 175, -175, 1.75, -1.75.

Percentage — Accepts the same values as Number fields, displayed with decimal formatting and a percent symbol. Entering 0.05 displays as 5%; entering 5 displays as 500%.

Currency — Accepts the same values as Number fields, displayed with a currency symbol.

Auto Counter — Sequentially increments by 1 for each new record. You can choose the starting number, and the field will back-fill values when added to a table with existing records. Once assigned, the number remains static. An Auto Counter value is unique to a record; when a record is deleted, its value is not re-assigned.

Notes on numeric fields:

Choice Fields

Drop Down List — Requires the user to choose one value from a list. For example, a Drop Down list called Priority might have choices of Low, Medium, and High. There is no limit to the number of choices.

Note: Values in Drop Down fields will not display in a Search.

Checkboxes — Creates a single checkbox or a group of related checkboxes. With a group, users can select as many choices as apply. For example, a field called Departments Affected might have choices of Sales, Marketing, Engineering, and Human Resources.

Important limitations for Checkbox fields:

  • Avoid commas (",") in Checkbox options. Commas cause issues when importing records and when using Workato recipes that reference Checkbox fields with multiple selections, because each option must be separated by a comma.
  • Limit of 63 choices per Checkbox field.
  • Values in Checkbox fields will not display in a Search.
  • Do not sort on Checkbox fields. Checkbox values are stored as numeric values in the database, so sorting gives unpredictable results. If you want choices to appear in alphabetical order, enter them in that order or re-arrange them by dragging in the Table Builder.

Date Fields

Date — Requires a day, month, and year. TrackVia validates that the date is legitimate (e.g., February 31 is not a valid date). When entering or editing a date, users see a shortcut link called "today" that fills in the current date.

Note on date formatting: The date format displayed is based on your computer's local time settings. For example, dates display as MM/DD/YYYY in the US and DD/MM/YYYY in the UK. To change the date formatting shown in TrackVia, update the Date and Time Settings on your computer. Formatting instructions can be found here.

Date and Time — Like Date fields, with an additional time component.

Note: TrackVia shows date and time values to each user in their own time zone, automatically handling time zone conversions as necessary.

Choice of Related Records (Relationship Fields)

When you create a relationship between two tables, a relationship field (also called a Link to Parent field) automatically appears on the child table, allowing users to link each child record to a parent record. Relationship fields are created through the Table Relationships editor rather than the Table Builder. See How to Create Table Relationships and [Relationship Fields and Link-to-Parent Lookups] for details.

Specialty Fields

Application User — Lets you choose a specific TrackVia user from a drop-down list, effectively assigning them to the record. You can create filters that use this field to dynamically modify a view based on who is logged in. For more information on filtering, click here.

Email — Appears as a short text box when editing and as a hyperlink (opening a new email to the address) when viewing.

Note: TrackVia will only accept entries that appear to be validly-formatted email addresses. Limited to approximately 250 characters.

Link — Accepts a URL, which functions as a hyperlink once the record is saved.

Image — Lets a user attach a photo or image file to a record. Supported file types: .jpeg, .jpg, .gif, and .png. The image appears as a thumbnail that users can click to open or save.

Note: Maximum file size is 40 MB.

Document — Lets a user attach a file to a record — for example, a Word document, PDF, spreadsheet, or video clip. It appears as a link that users can open or save.

Note: Maximum file size is 40 MB.

Attachments — Lets a user upload up to 25 files of mixed accepted types (images, PDFs, Word docs, etc.) to a single field.

Note: Each Attachments field counts as one table join toward the join limit, no matter how many files are uploaded to it. See [Understanding the Join Limit] for details.

Blocked file types: Certain file formats (such as executables and scripts) cannot be uploaded to Image, Document, or Attachments fields. See [Accepted and Blocked File Types for Uploads] for the complete list.

Location Fields

Location at Creation — Captures the location where a record is created. This feature is predominantly used with mobile devices; the coordinates are captured from the device when adding a record. The location is then pinpointed on a map, which can be displayed on a form or from a view using individual or multiple records. For more information about the Location at Creation field and Map views, click here.

Note: This field contains a special setting, "Required for Mobile Apps." When enabled, users must have location services enabled on their device to add records.

Calculated Fields

Calculated fields let you input formulas that automatically calculate a resulting value in each record. A formula may include values from other fields (e.g., Date of Birth) and/or manually input values (e.g., 1987-04-12). Any time a record is updated in a way that changes a value used in a calculated field, the formula is reapplied and the result updates automatically. For more information about formulas, click here.

Available calculated types:

  • Calculated Text
  • Calculated Number
  • Calculated Percentage
  • Calculated Currency
  • Calculated Date
  • Calculated Date Time
  • Calculated Email

Related: Triggered fields (Triggered Number, Triggered Percentage, Triggered Currency, and others) store a value that is set when a specific trigger condition is met, rather than continuously recalculating. To understand the difference and when to use each, see Triggered Fields vs. Calculated Fields.

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