Record custom fields #

Custom fields let a Database owner add their own information to records in that Database. Plan the field name, type and visibility before creating it.

What the Database owner defines #

In Panel → Settings → Custom fields, choose the field name, type, order and visibility on the record card and edit form. The name is saved for both Polish and English, so it remains visible after switching language.

Scope of one Database #

A custom-field definition belongs only to the Database selected in the Panel. For example, a field created in the Skierniewice Database works only in records of that Database and does not automatically appear in the Bulgaria or Plants Databases.

Each Database has its own field definitions, order and values in records. If the same field is needed in several Databases, create it separately in each one.

Field type after creation #

The field type cannot be changed after creation. Values of different types are validated and stored differently, so an automatic conversion could misinterpret existing data. If another type is needed, create a new field with the correct type and deactivate the previous one.

Deactivation and permanent deletion #

Deactivate stops a field from being shown when creating or editing records and on record cards. The field definition and every value already saved remain in the Database. The field can be activated again later.

This protects data history: turning a field off does not erase record information.

Delete permanently removes the field definition together with all values saved in that field. It is a two-step process:

1. First, type DELETE and choose Start. The system only counts how many values of this field are saved in records of this Database and locks the field while the task is prepared. No data is deleted at this stage.
2. When the count is ready, choose Review deletion plan. You will see how many records and values the operation affects. Only after typing DELETE again and confirming will the field definition and every saved value be permanently deleted.

Before the second confirmation, you may choose Cancel deletion. The plan is cancelled, the field becomes available again, and no value is removed. After the second confirmation, the operation cannot be undone.

Visibility #

Visible on record card and Visible in record edit are independent settings. Turning either one off does not delete the saved value.

Label / DataMatrix #

This setting prepares the future use of a field on a record label or in a DataMatrix code. It does not change record data or visibility.

What is DataMatrix? #

DataMatrix is a small two-dimensional barcode — similar in purpose to a QR code, but often used on small specimen and container labels. When scanned, it can identify a record in ENTOMONE unambiguously.

Choosing DataMatrix does not put the field value directly into the code and does not disclose private data. A future code will contain versioned record and field-definition identifiers, so ENTOMONE can later resolve the appropriate data according to permissions.

The current ENTOMONE version does not yet generate a label or DataMatrix code from these data. The option only stores the Database owner's deliberate decision for the future labels feature.