The first tab within the Object Editor tab, open in Figure 3-2, is where you can enter or edit the standard data fields that apply to every object regardless of its Object Type.
The first set of fields at the top of the Data tab is the common data such as names and source code.
- Names - Every object has a name field(s). If the object type is a person type, then it will have title, first name, middle name, last name, nick name and suffix. If the object is not a person (organization, project, location, etc.) then it will only have name and DBA name. The personhood of the object is determined by its Object Type and by the organization configuration.
- Object Code – The unique identifier for the object.
- Alias - The alias is displayed instead of the real name in some searches based on the security permissions of the user. For most objects this will be auto-generated from the object’s name, however, for objects that work in high security areas an alias that better protects their identity should be used. Both persons and non-persons have an alias.
- The Legacy Code is the database primary key used in the previous database. This value is typically exists for data conversion and for as a convenience when cross checking systems.
- Source Code – Some organizations tag a donor (or missionary candidate, etc) with a source code indicating how the organization and donor first connected. Source code are used in the dashboard analytics.
- Region – While Region is significant to the contact data, it’s also located here because region is used to categorize the object.
Working with the Object’s Type and Status
Each object (person, place or thing) must belong to at least one object type. In real life, a person often serves in multiple roles, or wears multiple hats. Within TejonDb, this is represented by assigning multiple Object Types to an object.
The Type / Status section of the Data tab lists the object’s the current types and offers the ability to add or delete a type.
- Add a new type - To add a new type click the Add New A dialog box will popup presenting the possible types. Select the new type and the effective date of the type.
- Delete a type – If a type was selected in error, it can be removed from the object by right-clicking on the type and selecting delete from the context menu.
Warning – Deleting a type for an object is different than just setting the type’s stage to retired or inactive. This action completely erases the type from the object along with any associated data and history. The deletion is permanent and can’t be undone.
Security – Because deleting a type is a destructive edit, it requires Data Admin permission.
Updating the Object’s StatusThe flow from one status to another status is also set by the organization’s configuration. For example, it doesn’t make sense to update an event from “past” to “open”.For each type, an object must have a current status. Typical statuses are “Active”, ‘Inactive”, “Prospect” and so on. The specific list of statuses available for each type is determined by the organization’s configuration.
To set an object to a different status, double click on the type / status row or right-click and select Edit from the context menu.
Select the new status and the effective date that the new status applies to the object.
Security – Sometimes it’s necessary to override the normal status workflow. For example, if a donor is set to deceased in error, and this needs to be corrected, the override checkbox will provide a complete list of all status for the type. Because this is outside the normal status workflow, overriding the workflow requires Data Admin permission.
Object Type Data
Some Object Types might be configured to include fields specific to that object type. For example, the person type might include gender or the musician type might include genre. If the object belongs to any Object Types that include configured fields, these fields will appear on the Data Tab organized by their respective Object Types.
Some fields are limited to a specific set of possible values, such as the US States, church denominations, or salutations. If this is the case, then the field will have a drop down list with all the possible choices.
Some fields are required; so then the field’s label will be bold.
When you are complete, click the “Save” button to write the changes to the database.