---
title: "Field Maintenance"
canonical: "https://support.soutron.net/space/HG/3279863/Field%20Maintenance"
format: markdown
---
To use the Field Maintenance function, select <span style="color: #000000">**System & Database Settings > Database Settings > Fields **</span> from the top menu in the Admin application.  
  
This same function can also be selected using the original menu system   
> Macro (inline-media-image)



<span style="color: #000000">**System Management > Database Configuration > Field Maintenance **</span>

  
The system presents the form displaying the <span style="color: #000000">**Fields **</span>tab for managing all fields in the catalogue database. Other functions are available, represented as tabs, that can be selected directly from within this form. 

> Macro (inline-media-image)

   
  
Upon loading, the form immediately lists all of the fields in the database used for capturing data, in A – Z sequence, that are available for recording and indexing metadata in the catalogue (database). Click on a column heading to re-sort the list.   
As well as performing the function to ***Create New Field****,* existing fields settings can be changed using the **EDIT** button or fields can be deleted using the **DELETE** buttons.

The form displays default settings for Language, Data Standards, and Portal settings with the option to make changes from drop down lists to select a different setting.   
> Macro (inline-media-image)




The page displays each Field with attributes that define how the field is configured and can be used. When choosing the **Create New Field** button a new Field template is presented.

The list of fields can be filtered using the available filters in the table header.



|  |  |
| --- | --- |
| **Column Heading** | **Description** |
| Status | > Macro (inline-media-image)

> Macro (inline-media-image)

 Denotes that the template is Active and available to use by staff administrators, or Inactive and not available. |
| Display Name | The name describing the field. |
| RIS Name | A short name for the field if exporting to RIS formats such as Endnote. |
| Type | Identifies the [field type](https://soutron.atlassian.net/wiki/spaces/HG/pages/3279938), this affects data searching, input and presentation. |
| Mandatory | Used to identify if the field is mandatory during data entry. |
| Single Entry | Dictates if multiple values can be stored in the same field or if a single entry is required. |
| Public | If enabled the field will be shown on the Portal to end users. Additional security controls also apply such as [Access Permissions](https://soutron.atlassian.net/wiki/spaces/HG/pages/3278418). |
| Additional Search | If enabled the field will be shown in the additional search fields drop-list on the portal for users to use for searching. |
| All Fields Search | When enabled data stored in the field will be included during an all field search. |
| Data Search | If enabled it displays additional search controls allowing users to return records where the field Does or does not contain data. |
| Globalization | Used to store different values for different global units such as Offices. For example in the same field Office A might store a shelf reference which is different to Office B. |
| Actions | **Edit** - Allows for the Field attributes to be modified.<br>**Delete** - Allows for Fields to be deleted. It is not possible to delete a Field if it is still linked to other templates such as Record Types, Search and result templates.  **This action is not reversible.** |