How to create schema fields

About this article

Once a Data Source has been create you populate it with content consisting of Schemas and Items. This article will explain how to set up the schema of the data source. Sections in this article:

• What is a Schema?
• What are the different Shema field types? 
• How to create Schemas in Data Sources
• Content (items) of a Data Source

 

Prerequisite

Admin access to Templafy tenant in Hive Email Signature or Library module enabled

 

The maximum number of schema fields (columns) per data source is 300

 

What is a Schema?

A schema is a set of instructions that determine what information will be stored in a particular data source column and the type of data that the information will take the form of. Within a schema, you will have the ability to create the columns of a data source that hold different types of data such as normal text, numbers, images, languages, or a reference to another data source. Data sources are structured like relational databases meaning that one data source can be referenced by one or several other data sources.

 

What are the different Shema field types? 

When you add a Schema to a Data Source you are presented with various types of fields, each explained below:

• text
• number
• image
• reference

Text

A Text Schema allows you to add items with text string.

 

The text fields support up to 8000 characters.

 

Number

A Number Schema allows you to add items with numbers.

 

The number fields support 2 decimals following the US number format standards.

 

Image

An Image Schema field allows you to upload images to Data Sources. Please go to the article: How to upload images to Data sources? to read more about images in Data Sources.

 

References

One type of data that can be specified in a schema is a reference. Selecting reference allows the user to refer to another Data Source for the value in the current data source. The rule of thumb for using references is that, when building a data source, if you find yourself manually filling in the same fields with the same value, it is a good idea to build a new data source for that value and refer to it in other data sources. 

When setting up a reference in a schema, once the Type has been selected, you will be presented with another drop-down of the other data sources that exist in the tenant. Choose the data source to refer to, whether it is a required field and a default value for the column (not required).

Below is an example of the SignOffs data source referring to the Language data source:

 

 

You can click on the blue link for references schema field to access the referenced data source items.

 

How to create schema fields in a data sources

1. Select the Data Source
2. Go in Schema tab
3. Click Add field
4. Fill in the Schema field
   • Name: Name of the column
   • Type: Data type (text, number, image, language, reference)
   • Required: Mandatory value when creating items
   • Default value: Default value when creating items 
5. Click Add

 

 

Once created, all schema fields but the Name field can be reordered using drag and drop.

 

Content (items) of a Data Source

Now that you have created your data source and its schema, you can add items to this data source.

1. Select the Data Source
2. Click Open data source
   
   
   
   
3. Click Create
4. Fill in the desired/required information
5. Click Create

 

 

Related articles

How to create and manage Data Sources How to create and manage Data Source items How to upload images to Data Sources