Guide to Creating and Managing Databases
Firehouse Solutions' Databases feature provides versatile functionality for public and member interactions. Whether you want to collect membership applications, manage inventory, or create custom forms, this tool offers secure, web-accessible data management. Below is a detailed guide to help you create, configure, and use Databases effectively.
Step 1: Creating a Database
- Log In: Access the members area.
- Navigate to Database Management:
- Click on Website Management.
- Select Databases.
- Create New Database:
- Click the New Database button.
- Fill in the required settings (described below) to define your database.
Database Settings
When creating a database, configure the following options:
Basic Settings
- Database Title: The name displayed at the top of the database page.
- Description: Text shown on the database page, visible when viewing records.
- Form Header: Text displayed above form fields.
- Form Footer: Text displayed below form fields.
Access Settings
Public Security
- No Access: Prevent public users from accessing the database.
- Form: Allow public users to submit records.
- Form & Data: Permit public users to view and add records.
- Data: Permit public users to view records only.
Members Area Security
- No Access: Restrict member access to the database.
- Reader: Members can view records.
- Submitter: Members can add records.
- Contributor: Members can view and add records.
- Author: Members can view, add, and edit their own records.
- Editor: Members have full control (add, view, edit, delete all records).
Additional Settings
- Sort Order: Position of the database in the Members Area menu.
- Default Sort: The field used to sort records by default.
- Send Notifications to: Email addresses (one per line) notified upon record submissions.
- Notify on Record Updates: Enable email notifications for updates to the database.
- Redirect on Record Add: URL to redirect users after successful record submission.
- Database Owners: Members granted full permissions (read, add, edit, delete) for the database.
Once you complete these settings, click Add Database to proceed.
Database and Form Overview Page
On this page, you can:
- View your database settings.
- Add new form fields or dividers.
Key Functions
- Edit Database: Modify database settings and preferences.
- New Form Field: Add individual fields to your database form.
- New Form Divider: Insert dividers to separate sections of the form.
Form Field Table
This table displays the following details for each form field:
- Field Title: The label for the field.
- Type: The field type (e.g., Text, Number, List).
- Primary: Indicates if this field is visible in the main record view.
- Required: Denotes if the field is mandatory.
- Sort Order: Order of fields in the form and record view.
You can adjust the sort order and click Update to save changes.
Step 2: Adding Form Fields
To add fields to your form:
- Click New Form Field.
- Fill in the following details:
Form Field Settings
- Field Title: Label displayed next to the field.
- Type: Choose the field type (see options below).
- Primary: Indicates if this field is highlighted in the main record view.
- Required: Marks the field as mandatory for submission.
- Admin Use Only: Restricts visibility and updates to database owners.
- Sort Order: Determines the order of fields in the form.
Field Types
- Attachment: Upload multiple files.
- Checkbox: Multiple selectable options.
- Date: User-selectable date (with calendar pop-up).
- Date/Time: Includes both date and time entry.
- Date/Time Stamp: Auto-inserts the current date and time (not editable).
- Decimal: Accepts decimal numbers.
- Email: Validates email address submissions.
- List: Dropdown menu for single selection.
- Member Multi Select: Dropdown for selecting multiple active members.
- Member Single Select: Dropdown for selecting one active member.
- Member Stamp: Auto-inserts the submitting member’s name.
- Memo: Large text field for detailed responses.
- Month/Year: User-selectable month and year (with calendar pop-up).
- Multi Select: Dropdown allowing multiple selections.
- Number: Accepts up to 9-digit numbers (not suitable for phone numbers).
- Radio Button: Single selectable option (e.g., Yes/No).
- Text: Single-line text entry.
- Time: User-fillable time entry.
Once you’ve added the necessary fields, click Submit. Repeat for all required fields.
Step 3: Adding Form Dividers
Use dividers to organize your form visually.
- Click New Form Divider.
- Fill in the following:
- Divider Title: Text displayed above the divider line.
- Sort Order: Placement of the divider between form fields.
Dividers help separate sections like "Billing Address" and "Physical Address" for clarity.
By following these steps, you can create and manage comprehensive databases in Firehouse Solutions, optimizing your workflow and providing valuable tools for your organization.