Fields are the data carriers of concepts. Whatever a concept holds, it holds through fields.

Each field determines;

• What information will be stored,
• How this information will be entered,
• How it will be searched, and
• How it will be used in processes

.

In Robosme, unlimited custom fields can be defined in addition to standard fields. This way, each concept can be shaped according to your business needs.

Basic Structure of Fields

Each field definition contains the following information:

• Display Name
  The name displayed in the user interface. Managed through translation document and provides multi-language support.
• System Name
  The internal reference name of the field. A second field cannot be created with the same system name within the same concept.
• Description
  Explains what the field is used for. Managed through translation document and provides multi-language support.
• Field Type
  Determines what type of data the field will hold (text, number, date, lookup, etc.).
• Requirement
  Indicates whether filling the field is required.
  Requirement levels:
• Required → Red star
• Recommended → Blue star
• Optional
• Searchability
  Determines the field's search behavior across the system. This setting;
• In top search boxes
• In lookup and multi-lookup field inputs
• When searching for records

defines which fields will be searched through.

Only fields marked as searchable are considered in record searches.
This way, performance is maintained and search results become more meaningful.

Field Behaviors

Fields not only hold data, but also carry behavior. Behaviors can be managed with form and list definitions, as well as script behaviors.

• Visibility control can be implemented in forms
• Can be set as read-only
• Different behaviors can be defined for new records and existing records
• Can be made dynamic with scripts and workflows

This way, the same field can work differently in different scenarios.

System-Generated Fields

Some fields are automatically created by the system when a concept is created or when certain features are activated. These fields cannot be removed and are essential for the system's basic operation.

Fields Automatically Created When a Concept is Created

When a concept is created, the following fields are added by the system:

• Id
• Alternative Key
• Primary Field
• Status
• Concept Status
• Created Date
• Created By
• Modified Date
• Modified By

These fields are essential for identifying, tracking, and reporting records.

Activity Concept Specific Fields

If a concept is created as an activity type (Email, Phone, Meeting, etc.), activity-specific system fields are automatically created.

• Subject
• Content
• Participants
• Related Record
• Converted Record
• Planned Start and Planned End
• Actual Start and Actual End
• Duration
• Direction
• Priority
• Result and Result Description
• Satisfaction Level

These fields ensure the proper functioning of timeline, participants, and activity relations.

When Ownership Feature is Activated

When the Ownership feature is activated on a concept:

• Owner
• Ownership Type

fields are created by the system.

These fields are actively used in authorization, queuing, reporting, and business processes.

When Business Process Feature is Activated

When the Business Process feature is activated on a concept, the following fields are automatically added:

• Business Process
• Stage Number
• Stage Name
• Action Date

These fields are used to track which step the process is in and transition times.

Field Types

Field types determine what type of data a field will hold and how this data will behave in the system.
Choosing the right field type is critical for data consistency, user experience, reporting, and integration scenarios.

Choosing the right field type;

• Improves data quality
• Simplifies form usage
• Facilitates filtering, reporting, and integrations

In Robosme, field types are offered in a wide range according to business needs.

Text Fields

Features:

• Multi-line display can be defined in forms.
• For text fields, unlimited field length can be defined.
• Text field can be marked as URL. In this case, the content works as a clickable link in forms and lists.
  
  

Usage examples:

• Name
• Description
• Website
• Free text fields
  
  

Numeric Fields

• Integer
• Decimal
• Small Number (Byte)
  
  

Features:

• For decimal fields, 0-5 decimal places can be defined.
• Small Number is used to hold positive integer values in the 0-255 range.
• Value validation is performed at interface and service level for all numeric fields.
  
  

Usage examples:

• Quantity
• Score
• Ranking
• Technical counters
  
  

Currency

Currency fields are used for financial data containing amount information.

Features:

• In forms and lists, the currency symbol is automatically displayed based on the record's currency and base currency information.
• For Currency fields, 0-5 decimal places can be defined.
• When a currency type field is created, the system automatically:
• Creates a Base extension of the same field.
• Base extension field:
• Is calculated based on the exchange rate value
• Holds the base currency equivalent of the value in the currency field
• Cannot be deleted independently, removed by the system when the currency field it is linked to is deleted.
• When a currency type field is created for the first time in a concept, the system automatically creates:
• Currency
• Exchange Rate

fields.

Date and Time Fields

• Date
• Date - Time
• Time

These fields are used in time-based tracking, planning, and reporting scenarios. Depending on the type; only time, only date, or date and time together can be selected.

Usage examples:

• Planned date
• Completion time
• Reminder and SLA calculations
  
  

Communication Fields

Email:

• Specially designed for entering email addresses.
• During operations performed through the interface, format validation is automatically performed.

Phone:

• Used for phone number entry.
• In the interface, format validation based on country phone codes is applied.

These fields exhibit special behaviors in communication, notification, and integration scenarios.

Selection Fields

Selection fields provide data entry through predefined value sets.

Single Option

• Creates a list containing a series of options.
• User can select only one option.
• Options:
• Can be field-specific
• Or can be defined as a global option set

Changes made to global option sets are reflected to all fields using that set.

Multi Option

• Creates a list with multiple options.
• Allows users to select multiple options.
• Global option sets are supported and changes are reflected to all related fields.

Two Option

• A selection field with two options.
• Difference from Boolean field type:
• Field value can be null.
• Selection is not required.

Relationship Fields

Lookup

• Allows selection of a single record from the selected concept.
• Enables establishing a one-to-many (1:N) relationship between two concepts.

Multi Reference

• A field type that references another concept and contains multiple values.
• However, only one record from only one concept can be selected.
• This structure works with junction table logic.
  
  

Behaviors:

• When a Multi Reference field is created, the system automatically:
• Creates a Type extension field linked to this field.
• Type extension field:
• Cannot be deleted independently
• Is deleted by the system when the multi reference field it is linked to is deleted.

Multi Lookup

• Allows selection of records from concepts with multi lookup feature enabled.
• Through a single field:
• Multiple concepts can be referenced
• Also, multiple records can be selected

This field type is used for flexible relationship scenarios and dynamic data modeling.

Other Field Types

• Auto-complete
  Provides automatic suggestions based on what the user starts typing.
  Suggested values come from previously saved records in the system.
  If the "create new" option is active, non-existing values are automatically added to the system.
• Boolean
  Holds True / False values. Value names can be customized.
  Difference from Two Option: cannot be null, must contain a value.
• Content Editor
  Contains an editor that allows rich text format.
  Fields like email body are rich text.