ChartHop for Administrators
Managing data

Fields

Fields store information about your org, your people, and your jobs. Using ChartHop's built in fields and custom fields that you import or create, you can create an accurate data picture of your employee base. In ChartHop, you can customize any property of both custom and built-in fields.

Fields have the following properties:

  • Field label - the name of the field; the primary way it's identified in the app. 
  • Field code - a unique identifier for the field; used for refrencing the field in ChartHop’s Carrot Query Language (CQL).
  • Description - communicates the purpose of the field. Helpful as you create more fields.
  • Applies to - aligns a field to your foundational data models: person, a job, an open job or a person in a job. Learn more. 
  • Data type - The structure of information stored in a field, such as text, single select, date, or percentage. See full list.
  • Category - A customizable grouping to organize your fields; Learn more.
  • Sensitivity - The level of data access a ChartHop user must have to view this field's data. Learn more. 
  • Source - Built-in, Custom or Built-in (edited).
  • Hidden - If a field is hidden it will not show up in your acccount outside of the fields page. This is useful for hiding unused built-in fields. Information stored on a hidden field will be retained.
  • Last modified by - Who edited the field last, if a field was added by a bundle, you will see the name of the bundle here.
  • Last modified at - the date when the field configuration was last editied.

Fields Page

View and manage fields from the Fields page. From the Fields page, you can:

  • Filter fields by status, type or category
  • Search for fields or field codes
  • Export a list of fields
  • Create custom fields
  • Add fields to categories
  • Show or hide fields
  • Delete a custom field
Fields page screenshot


View fields

You can view the list of fields available in your ChartHop organization from the Fields page.

You can customize the list to show only the fields you are interested in. See Hide a Field below.

To view and manage fields:

  1. From the left sidebar, select Data Model.
  2. From the sub-menu, select Fields
  3. Find a Field by:
    1. Selecting a column header to sort the list in ascending or descending order.
    2. Use the filters at the top of the page to customize which fields are displayed.
      • Status – Select All, Active or Hidden fields.
      • Type - Select the kind of field that you are looking for
      • Category – Select a category. The default view includes all categories.
    3. Searching for the field by it's Name or Field code.

If you want to find out more about how to create filters and calculations using fields, see the Carrot reference which include a list of supported fields. Learn more.

Override a built-in field

ChartHop supports renaming and overriding built-in fields to tailor them to your organization. For example, maybe your org calls Departments, “Divisions,” or maybe you’d like personal phone numbers to be visible to the entire organization.

To override a ChartHop built-in field, simply click on the field and edit the attributes you wish to override.

To remove an override, simply click the "Restore original settings" button at the bottom of the Edit Field modal.

Export fields

You can export a list of fields as a CSV file when you need to review and audit your custom fields or select fields for a spreadsheet you’re importing to ChartHop (learn more). Field exports contain information including label, code, type, formula, who the fields apply to, their date, and their sensitivity.  

To export a list of fields:

  1. From the left sidebar, select Data Model.
  2. From the sub-menu, select Fields.
  3. Select Export. 
  4. Select Download to download a CSV file containing your fields list.

Exporting fields allows you to see any formulas for calculated fields. They will look like this:

  • Smart calculations: Formula
  • Smart buckets: Label 1: Formula 1; Label 2: Formula 2;
  • Built in Calculated Fields: Built-in Calculation (FIELD) these built in formulas are more complex and therefor can not be displayed in the export at this time.



Managing Fields

Edit a field

You can edit custom or built in fields if you need to change its settings. You can only edit custom fields that you have created, not built-in fields that come with ChartHop.

To edit a custom or built in field:

  1. From the left sidebar, select Data Model.
  2. From the sub-menu, select Fields.
  3. Find the field and click on the field
  4. In the Edit field dialog, make any needed changes.
  5. Select Save to finish editing the field. 

Use caution when editing the field code of a fields that are in use. If field codes are using in existing calculations or reports, they will not update. This does not apply to built in fields.



Duplicate a field

To duplicate a field:

  1. From the left sidebar, select Data Model.
  2. From the sub-menu, select Fields.
  3. Select the checkbox next to the field, then select Duplicate from the action bar.
  4. Configure the new field and Save.

Add a field to a category

To add a field to a category:

  1. From the left sidebar, select Data Model.
  2. From the sub-menu, select Fields.
  3. Select the checkbox next to the field, then select Add to Category from the action bar.
  4. Select or search for the category, click Add.

Alternatively, you can manage fields and categories on the Field Categories page.

Field actions


Field Management Best Practice

  • Built in Fields
    • If you are not using the field ➡️ Hide the field
  • Custom Fields
    • If you want to keep data stored to the field ➡️ Hide the field
    • If you don’t want to keep data to the field ➡️ Delete the field

Hide a field

You can hide fields so that your users won’t see them. When a field is hidden, it is hidden from everyone, regardless of any data sensitivity rules you’ve set. This includes forms, associated Carrot queries, and the Data Sheet. Hiding a field doesn’t remove it from ChartHop, it only removes it from view.

You cannot delete, modify, recategorize built-in fields. However, you can hide them on the Fields page.

For example, if you have a time-sensitive employee survey that was sent out for a specific event, you can hide the fields after the event has passed and they are no longer needed.

When you hide a field that was previously added and saved as a column in a Data Sheet view, the hidden field continues to display in the Data Sheet view. To fully hide the field, you must remove the column from the Data Sheet view. Learn more.

To hide a field:

  1. From the left sidebar, select Data Model.
  2. From the sub-menu, select Fields.
  3. Select the checkbox next to the field, then select Hide from the action bar.

To view hidden fields, select Hidden in the Status dropdown.

Unhide a field

If you want to unhide a field that you have previously hidden or view a list of all fields that are hidden, you can do so from the Fields page. 

To unhide a field:

  1. From the left sidebar, select Data Model.
  2. From the sub-menu, select Fields.
  3. From the Status menu, select Hidden or All to show all hidden fields. 
  4. Select the checkbox next to the field, then select Hide from the action bar.

Delete a field

You are able to delete custom fields. You are only able to hide built-in fields.

To delete a field:

  1. From the left sidebar, select Data Model.
  2. From the sub-menu, select Fields.
  3. Select the checkbox next to the field, then select Delete from the action bar.
  4. Confirm that you would like to delete the field.

Deleting a field will also delete all underlying data tied to the field.



Packages: Basic | Standard | Premium

Roles: Owner | Technical owner



Updated 30 Oct 2024
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