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Field Sets

[BioPharma]

Field sets may be used to group one or more fields. When a field set is applied to a folder or a file, all the fields from the set are attached in the order defined in the field set. Field sets can be used to create templates for recurring studies and are convenient for tracking and associating multiple fields to a file or folder at once.

Creating Field Sets

Ensure that the fields needed for the field set have already been created, see Working With Custom Fields.

To view existing field sets

  1. Click on the Settings Settings button from the left-hand sidebar

  2. Click on the Field Sets tab

To create a new field set

  1. Click on the Settings Settings button from the left-hand sidebar

  2. Click on the Field Sets tab

  3. Click on the Create Field Set button

  4. Type in a name for the set in the Field Set Name area

  5. Select from existing fields by using the Add a field... dropdown

  6. Click on the Save Field Set button when finished

Editing Field Sets

Field sets can be updated with new fields, and fields currently associated with the set can be removed.

Changes made to a field set will not be reflected in Repository items which have previously had said field set applied. Repository items will maintain their existing fields and values, in the order they were applied.
To edit a field set

  1. Click on the Settings Settings button from the left-hand sidebar

  2. Click on the Field Sets tab

  3. Select the field set to be edited

  4. (Optional) Type in a new name for the set in the Field Set Name area

  5. (Optional) Select from existing fields by using the Add a field... dropdown

  6. (Optional) Move a field up and down by clicking on the Drag handle to the left of the field name and dragging it to the new position

  7. (Optional) Remove a field from the set by clicking on the red X to the left of the field name

  8. Click on the Save Field Set button when finished

Duplicating Field Sets

An existing field set can be duplicated and then modified. This can save some time if you have multiple similar sets to prepare.

To duplicate a field set

  1. Click on the Settings Settings button from the left-hand sidebar

  2. Click on the Field Sets tab

  3. Locate the field set to be duplicated

  4. Click on the Duplicate button at the right of the row

  5. (Optional) Type in a new name for the set in the Field Set Name area

  6. (Optional) Select from existing fields by using the Add a field... dropdown

  7. (Optional) Move a field up and down by clicking on the Drag handle to the left of the field name and dragging it to the new position

  8. (Optional) Remove a field from the set by clicking on the red X to the left of the field name

  9. Click on the Save Field Set button when finished

Applying Field Sets

When a field set is applied to a folder or a file, all the fields from the set are attached in the order defined in the field set.

To apply a field set to a file or folder

  1. Navigate to any folder in the Repository (click on the Folder Repository button from the left-hand sidebar then navigate to a folder)

  2. Select a single item in a folder

  3. View fields in the Metadata tab of the right-hand panel (or the bottom panel when viewing on a mobile device). You may need to click on the Collapsed button if the panel is collapsed

  4. Click on the Edit Metadata button

  5. In the popup dialog, click on the Add Fields dropdown

  6. (Optional) Begin typing to search for a field set by name

  7. Select a field set from the dropdown

  8. (Optional) Enter values for the newly added fields

  9. Click on the Update button to save your changes, or click on the X button at the top right corner of the popup dialog to cancel

Deleting Field Sets

Deleting field sets does not remove the associated fields or the values applied to files/folders. Please see Deleting Custom Fields if you would like to remove the fields.

To delete a field set

  1. Click on the Settings Settings button from the left-hand sidebar

  2. Click on the Field Sets tab

  3. Select the field set to be deleted

  4. Click on the Delete Field Set button

  5. Click on the Yes button to confirm