Kavi® Members Help

Chapter 162. Add a Data Field


Use Add a Data Field to add a new company, user or membership data field to the Kavi Members database and webforms where data is collected. There are several Field Types from which to choose. See Field Types in the Appendix for short descriptions of the available types.

When you add or edit a data field, a graphic showing an example of the selected Field Type is displayed to help you visualize what your label, instructions and other form components look like when viewed in webforms. You can test to see how your field behaves, and view it in forms with all the data fields in place.


Kavi staff and any other users with the 'manager' role have access to options that are not available to Super Admins. These options are not documented here.

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How to Add a Data Field

Field Type

Set the Label and select a Field Type. On the next step you'll see a graphic showing a simple layout of the selected Field Type, and a pre-filled variable name based on this label, which you can leave as is or edit.


The annotated graphic shows the main components of this Field Type as an example of how your field will look when displayed.


If all the display options are set to 'Do Not Display', the field is usually available in Admin Area tools only. The exception is a Manager Only field added by a Manager (i.e., Kavi Staffpersion) that is not populated through webpages (e.g., DTML field, time stamps, etc.). All data fields are available in reports and as email template variables.

Option Description

The label for this field. This label appears next to the data field when the field is displayed in online forms.


Since the Variable Name is based on the Label, keep the label short when adding a Field Type. You can always change the Label later, but once the Variable Name is set, it cannot be changed.

Variable Name Automatically generated name for the variable that is stored in the database. The variable name is created by replacing all the spaces in the field label with underscores. The variable name appears in reports and Upload Data templates and data files. Kavi Workspace generates a matching email template variable, following the $p_variablename format, where the $p_ prefix represents the type of data (i.e., $c_ for company data, $u_ for user data, and $m_ for membership data). To see the Variable Name, go to Manage Company Fields, Manage User Fields or Manage Membership Fields, depending on the kind of data the field stores.
Instructions for User Optional plain text or HTML instructions displayed above the data field in online forms. You can use the Test feature to see how the instructions look when your field is displayed, or return to the manage fields tools to preview how it looks when displayed on various forms.

A list of pre-defined options from which users can select. This applies to Field Types such as Check Boxes, Radio Buttons and Drop-down Lists.

If Simple Entry is selected, each value in the text box is displayed as an option in the list.

If Advanced Entry is selected, the values are entered as tuples, or a pair of values. The first value in the tuple is the option label and the second is the value that gets stored in the database.

  • If your Labels or Values contain commas, be sure to enclose the text in double quotes like this: "Yes, please mail me", Yes

  • If your Labels or Values contain commas and double quotes, please enclose the text in single quotes like this: 'Yes, please mail me the "411 Quarterly"', Yes

Provide an 'Other' option? If this Field Type displays a set of options from which users can select, this option allows an 'Other' field to be enabled. If selected, a check box labeled 'Other' is displayed below the predefined options, along with a text box where the user can enter free-form text.
Label for 'Other' Field If the 'Other' option is enabled for this Field Type, this is the label for the free-form text box in the Other field.
Description Text for 'Other' Field If the 'Other' option is enabled for this Field Type, this is the description for the free-form text box in the Other field.
None Option String Used in drop-down lists. This is the text that appears as the first option in the drop-down list, so this is what the user sees before selecting an option. By default this is 'Select One'.
Use Freeform Style? For date fields. By default, the date picker is displayed as drop-down lists for month, day and year, plus a calendar. The user can pick their date from the calendar or set it through drop-down lists. If Freeform Style is enabled, a text box is presentend for users to type in a date. Kavi Workspace assumes this date is in the U.S. standard mm/dd/yy format, and attempts to convert the value entered by the user into this standard format for storage.
Dates For date fields. The Minimum Date and Maximum Date are set when a date data field is added or edited. These values are not displayed to users.
Default Variable Value This value can be provided as a convenience when most users would set a specific value. Users who want to leave this default value in place can just skip over this field when completing a form, while those who want to change it can set a different value.
Apply default value to existing records? If you are adding a data field with a default variable value, choose 'Yes' if you want to have preexisting records populated with this value, or 'No' to leave field values empty.
Maximum File Size For File Upload fields. The value shows the number of megabytes (MB). For example, a value of 5 allows a user to upload a file if the file size is less than 5 MB. Values should be set thoughtfully to help keep site traffic within reasonable levels.
Order The order in which this field is displayed on forms. The order can be set when adding or editing a data field, but it may be easier to set the order in the manage field tools because they show which other fields apply to the same purposes and you can reset the order with the handy up-arrow and down-arrow buttons.

If 'Yes' then this field is required and will be flagged by an asterisk when displayed. A user or company administrator cannot submit a form containing this field unless a value is provided. Administrators will be warned if a required field is empty, but can choose to disregard the warning and submit the form if desired.

If 'No', then this field is optional.

Field Size There are different sets of field size options available, depending on the Field Type. Recommended defaults are prefilled and instructions on the tool page provide guidance on setting these values. Moderately sized fields display most successfully, so it's better not to stray too far from the defaults.
Display on Signup Form This is set to 'Display' by default. If set to 'Do Not Display', this field won't display on signup forms.
Display to users managing their own accounts This is set to 'Display as an Editable Field' by default. If set to 'Do Not Display', users won't see this field. If set to 'Display as Value Only', company administrators will see the value displayed, but won't be able to edit it.
Display to Company Administrators Applies to Company Data Fields only. This is set to 'Display as an Editable Field' by default, which means that it is displayed to users with the 'company_admin' role (e.g. Primary Contacts) when editing their company's data. If set to 'Do Not Display', company administrators won't see this field. If set to 'Display as Value Only', company administrators can see this field, but not edit it.
Collected for (Purpose) This shows the User Purposes for which this user data is collected, or the Company Purposes for which this company data is collected.
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Related Topics

  • Appendix: Field Types

  • Appendix: Purposes

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