UI Layout: Record New & Edit

*This page was machine-translated from Japanese and may contain inaccuracies.

This page explains the screen layout and features when adding a new record or editing an existing record.

On this screen, you can enter values for the fields placed here; however, the appearance of input boxes and how to enter values differ depending on the field "Field Type" and its settings.（For details about Field Types, please check Field Types and Features）

• ①Screen Title
• ②Select a Pattern
• ③Marker Icons
• ④Select Parent-Level Data
• ⑤Resume Name
• ⑥ ID
• ⑦Phase, Phase Date, Phase Memo
• ⑧Owner
• ⑨Reference-type Fields
• ⑩In-house-Sharing（Former name: Notify by email）
• ⑪Save / Cancel
• ⑫New Record Completion Popup

①Screen Title

This indicates whether the screen is for adding a new record or editing an existing record, using labels such as [New] or [Edit].

To the left of that, the name of the target resource is displayed.

②Select a Pattern

If you have configured "Pattern", when you open the data entry screen (Add New / Edit), you can select which registered layout to use from a pull-down list.

(Only system administrators can configure Patterns. For details about this feature, please check here.)

③Marker Icons

Depending on the field, three-color marker icons are displayed next to the field name.

Red indicates a required field; you cannot save unless a value is entered.
For the green and gray markers, the meaning varies depending on each company’s operational policy.
Typical uses are as follows.

④Select Parent-Level Data

The PORTERS database has a hierarchical structure.
When adding a record in a lower-level resource, you must link it to a related record in a higher-level (parent) resource.
なお, after adding the record, you cannot change the linked parent record. (except for some cases)

⑤Candidate Name

This is a special field that exists only for Resume, and is displayed in related resources such as the "Candidate" field (System-type).

If the field is blank when the record is saved, the system automatically references the name in Personal-Data and the Candidate ID, and registers it as "Name (ID)".

If any value has been entered, that value takes priority and no automatic reference is performed.

If you need to correct the Resume person’s name, you must also update the content entered in Candidate Name along with the name in Personal-Data.

By default, Candidate Name is hidden. If you want to edit it, display the field via customization before editing.

⑥ ID

This is an identification number automatically assigned by the system when a record is newly added. Users cannot set it arbitrarily.

A unique value (an immutable unique number) is assigned within the same resource.

Values assigned to deleted records are never reused.

⑦Phase, Phase Date, Phase Memo

The Phase fields (Phase, Phase Date, and Phase Memo) are
special fields with unique characteristics among the fields in PORTERS.

Because they provide functionality suitable for concisely indicating “at what point in time” and “to which progress status/stage” the record (what it represents) has reached,they are used for purposes such as progress management for Jobs and Resumes, management of contracts and billing, and aggregation of daily activity results.

• "Phase" is an Option-type field. It is common to prepare options that indicate progress (e.g., "OPEN", "JOB proposal in progress", "Offer accepted", etc.).
• "Phase Date" is a Date-Time-type field.
• "Phase Memo" is a Multi-Line-Text-type field.

In addition, these Phase fields have the following notable characteristics.

• Only one set of Phase fields exists per resource.
• Phase transitions are recorded and accumulated in [Phase History] within the sublist. (Phase History can be exported as CSV using the report feature.)
• In many situations where you enter a Phase, the current date/time is automatically entered into "Phase Date". (You can change it to any value.)
• When adding a Phase, the value of Phase Date must be a newer date/time than the Phase Date of the existing Phase.
   
• Values for "Phase Date" and "Phase Memo" are registered as accompanying values to "Phase". (In principle, there will not be a state where Phase Date or Phase Memo exists without an associated Phase.)
• When searching or exporting, the value of the latest Phase item is considered, based on the value of Phase Date.
• It is also possible to configure restrictions on whether a transition from one Phase to another is allowed. For details, please check Phase transition control.

⑧Owner

This field is used to register an in-house person in charge. You can select from PORTERS users.

On the Add New screen, the operating user’s name is set as the default value. To change it, click the pencil button to the right of the user name.

When adding a new record on behalf of the actual person in charge, be sure to verify that the correct user is selected before saving. (You can modify it after saving.)

⑨Reference-type Fields

These fields display information by referencing data registered in the linked parent resource record (e.g., the fields indicated in blue in the image below).

[How to edit]
Hover your mouse pointer over the field to display the pencil button.
Clicking the pencil button opens a popup (red frame below),
where you can access the screen to edit the referenced field value.
(For details about Field Types, please check Field Types and Features.)
 

Below are notes and additional information.

•  This will overwrite the value of a specific field in the reference source (i.e., the linked parent record).
  　(That "specific field" is configured in advance. If you are a system administrator, you can change it in Field Customization.)
   
• The change is applied at the moment you click "Save" in the popup.
  However, if you do not have edit permissions for the reference-source resource, "You do not have access permission" is displayed and the change is not applied. (This restriction is based on the Field access control settings.)
   
• If the reference-source field is used in a Formula, note that recalculation is not performed automatically using the updated value through this procedure.
  …For example, suppose there are Field A, Field B, and Field C, and Field C has a formula meaning [Field A + Field B], and there is a Reference-type field that references Field A. If you update Field A from the pencil button of the Reference-type field as described in this section, the value of Field C is not affected at all—no automatic recalculation occurs.

⑩In-house-Sharing

This feature allows you to share the relevant record with PORTERS users at the same time as saving.
You can optionally specify recipients, subject, and body. (A URL to access the record is appended to the end of the specified body.)
A notification email is sent to the recipients’ email addresses registered in [Mail] within their user information.

For details, please check In-house-Sharing（Former name: Notify by email）.

⑪Save / Cancel

You can confirm and save the entered content, or cancel.
Please note that after executing either action, you cannot revert to the state before the operation.

⑫New Record Completion Popup

When you add a new record, a notification popup appears at the bottom-right of the screen and disappears automatically after a few seconds (red frame below).

Click the green ID number in the notification popup to access the detail screen of the record you just added.

*The New Record Completion Popup is displayed only when you add a record from the [New] screen.
If a new record is added via the import feature or via an app, the popup is not displayed.
*It is displayed only on the operating user’s screen immediately after adding a new record. It is not displayed on other users’ screens.