* creating new data fields which are referred to as Custom Defined Fields (CDFs).
The objective of this step is to ensure that all data fields and options values necessary for Mine action programme operations operation are available in {{IMSMANG}}. This step should be completed prior to designing forms for data entry Data Entry Form templates so that these changes are reflected on the Data Entry Forms.
{{note|{{IMSMANG}} does '''not''' automatically change Data Entry Forms Form templates when changes are made in the Data Inventory Manager.}}
{{IMSMANG}} comes with more than 1,000 system fields from installation and therefore it is important to search in the Data Inventory Manager before adding CDFs in order to determine if a data field already exists '''before''' adding it as a CDF. The Data Inventory Manager shows the data field by item and [[Data Categories | sub-categories]] so information managers can quickly navigate and find the data fields. It is also possible to [[Add a Data Category | add more categories]] and [[Add a Data Category | move fields between categories]]. [[Image:UserManual_DataInventoryManagerWindow.png|center|440px600px|''Data Inventory Manager Window'']]
<div align="center">
''Data Inventory Manager Window''
</div>
==Data categories==__NOEDITSECTION__{{Note | If there are many item attributes/CDFs IMSMANG}} comes with more than 1,000 system fields from installation and therefore it is important to search in one category the Data Inventory Manager may be slow before adding CDFs in order to load[[Filter Item Attributes | determine if a data field already exists]] '''before''' adding it as a CDF. If that The Data Inventory Manager shows the data field by item and [[Data Categories | sub-categories]] so information managers can quickly navigate and find the data fields. It is the case then also possible to [[Add a Data Category | add more categories]] and [[Move Item Attributes into Add a Data Category | movefields between categories]] item attributes/CDFs into a new or existing category.}}
==Modify Existing Elements==__NOEDITSECTION__In addition to creating new data elements using {{Note | If there are many fields/CDFs in one category the Data Inventory Manager, information managers can customise the values of existing pick lists may be slow to reflect local programme needs. Information managers can add new values to the pick lists and deactivate existing values. Deactivating existing values does not remove the values from the database nor does it change existing data or formsload. Rather, it removes the options from the Source Tree in the Form Designer so If that is the values can no longer be added to case then [[Move Fields Between Data Categories | move]] fields/CDFs into a new formsor existing category.}}
==Modify Existing Fields==__NOEDITSECTION__{{noteHowTo's|Deactivating or changing [[Add values to enumeration list]]|[[Change Display Option for Single Select]]|[[Translate enumeration lists]]|[[Add a Poly Property|Add a value in Poly Property]]}}Using the Data Inventory Manager does not change , information managers can customise the forms that use the original valuevalues of existing enumeration lists to reflect local programme needs. Additional steps should be taken Information managers can add new values to prevent the original value from being used for data entry. These include updating enumeration lists and republishing all data entry forms that use the deactivated or changed valuedeactivate existing values.}}
For example, an existing “Safety and Security Threat” data element for land could include the values that are listed on the left side of the figure below. However, information managers can deactivate the values that their programmes don’t use and add the values that they do, as shown on the right side of the figure. [[Image:AdminGuide_ModifyingDataElements.png|center|500px|''Modifying Data ElementsFields'']]
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''Modifying Data ElementsFields''
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For example, the existing “Safety and Security Threat” data field for Land includes the values that are listed on the left side of the image. However, information managers can deactivate the values that their Mine action programmes don’t use and add the values that they do, as shown on the right side of the image.
This lets While adding and deactivating new values is an effective and important capability within {{IMSMANG}}, information managers track should approach changing the individual types text of land they definedexisting values carefully. LikewiseBecause many values are used across different data fields, for example, the ability to modify existing data elements gives information managers fine control over all the data elements they want to track in {{IMSMANG}} values “Yes” and how they are tracked“No,” modifying these values can have unintended consequences.
While adding and deactivating new values is an effective and important capability within {{IMSMANG}}, information managers should approach changing the text of existing values carefully. Because many values are used across different data elements, for example, the values “Yes” and “No,” modifying these values can have unintended consequences. {{note|It is preferable to add new values to pick lists and deactivate unnecessary elements than to modify the text of the value.}} ==Create New Data ElementsFields==__NOEDITSECTION__Information managers can create CDFs for those data elements not predefined in {{IMSMANG}}. {{IMSMANG}} does not limit the number of CDFs that can be created for each item; however, it is recommended that information managers use CDFs judiciously because the collection and management of unnecessary data is a substantial contributor to system performance and staff productivity issues in many programmes.
{{HowTo's
|[[Data Categories]]
|[[Custom Defined Fields]]
|[[Add Custom Defined Fields]]
|[[View and/or Change Custom Defined Fields]]
|[[Add Subobject Custom Defined Fields|Add Subobject Custom Defined Fields]]
|[Add values to enumeration list]]|[[Add a Poly Property|Add a Poly Property]]
}}
When determining new data elements to add to {{IMSMANG}}, it is important to carefully consider the types of data to be collected and the format of the data. Using the correct data type Information managers can create CDFs for each element is critical to preserving the ability to search, calculate, sort and report information easily. The table below identifies the those data types available fields not predefined in {{IMSMANG}} and some search options for each. <center>{| class="wikitable"|-! Data Type !! Uses !! Search Options|-| '''Date/Time''' || Storage of dates, times or dates and times. Examples include Date of Accident and Data Entry Date. || Is between, Is in the last|-| '''Country Structure''' || Storage of country structure information. || Is In, Is Not|-| '''Multiple Select''' || Storage of structured data where values must be confined to certain pre-defined choices. Ideal for structuring data for searching, reporting and translating. Examples include Contamination Type and Drainage Features. Selection is displayed as checkboxes. || Is In, Is Not|-| '''Number''' || Storage of all numeric data used for calculations. Examples include Number of Teams and Total Audience Number. || Equals, Not Equal, Is Greater Than/Is Less Than, Is Null, Is Not Null, Is Between|-| '''Organisation''' || Storage of organisation information. || Is, Is Not, Parent Is|-| '''Place''' || Storage of place information. || Is, Is Not|-| '''Single Select''' || Storage of structured data where values must be confined to certain pre-defined choices. Ideal for structuring data for searching, reporting and translating. Examples include Type of Activity and Temperature. Selection is displayed as radio buttons. || Is In, Is Not |-| '''Text''' || Storage of unstructured, textual data. Text data can be as small as a few characters or as long as several paragraphs. Text elements are good for storing data that cannot be stored in other formats, such as comments or narrative descriptions. || Is, Is Not, Contains, Does Not Contain|}</center> ===Dates, Text and Numbers===__NOEDITSECTION__To create date, text and number fields in {{IMSMANG}}, information managers first select the type of item to create a CDF for and does not limit the type of CDF. Different types of fields make different operations available. For example, number fields enable calculations, date fields enable date searching and text fields enable text searching. After selecting the CDF, information managers provide a label and an optional description for the CDF. {{note|Text fields are limited to a set number of characters. Larger amounts of data CDFs that can be attached to a Data Entry Form and stored in the database.}} ===IMSMA Enums (Multiple Select and Single Select)===__NOEDITSECTION__Creating pick lists is one of the most powerful functionalities available in the {{IMSMANG}} Data Inventory Manager. Using this functionality, information managers can create rich data attributes created for each {{IMSMANG}} item ; however, it is recommended that are searchable, translatable and customisable. Pick lists preserve data integrity by preventing problems associated with typographical errors, misspellings and other data entry errors, enabling users to compile and compare data easily. When created, the values for the pick lists can be modified to reflect changing needs over time. Pick list data can be used in tools such as the Impact Scoring tool as well as in sorting and filtering. Data in single-select pick lists can be used to change the display of data on the map based on their values. For example, information managers can show different symbols on use CDFs sensibly because the map for different item attributes such as status, priority and typecreation of many CDFs is a substantial contributor to poor system performance.
Creating a When determining new pick list in data fields to add to {{IMSMANG}} requires information managers , it is important to first determine whether the pick list should allow carefully consider the selection types of single values (using radio buttons) or multiple values (using checkboxes). When this determination is made, the values for the pick list can data to be added collected and the pick list createdformat of the data. Information managers can also provide translations Using the correct data type for each field is critical to preserving the valuesability to search, calculate, which automatically display for users running {{IMSMANG}} in other languagessort and report information easily.
When the desired data elements are added to the Data Inventory Manager, information managers can proceed to form design to add the elements to the data collection forms.
{{note|
* When creating single-select pick lists, information managers should include a “Not specified” value, which users can select when a more appropriate value is not listed. This option helps prevent inaccurate data from being added to the database.
* Single-select pick lists cannot be changed to multiple select pick lists.}}
==Using {{IMSMANG}} in a different language than English==__NOEDITSECTION__
{{IMSMANG}} provides the capability to translate and run the entire system in different languages. To fully translate the system into one or more languages, there are two parts to consider. The GUI i.e. what the user see and the data. How to translate the GUI is described '''[[Update the Localisation Files | here]]''' and how to translate the enumeration values and/or CDFs is described '''[[Export the Translations | here]]'''. If the Mine Action programme needs to be multi-language e.g. Lao and English then two different sets of Data Entry Forms may be developed or the Data Entry Form may contain labels in both languages.
[[Image:DataInventoryManager2.png|center|600px|'' Buttons in Data Inventory Manager Window'']]
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''Buttons in Data Inventory Manager Window''
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{| class="wikitable"
! colspan="2" | Buttons in the Data Inventory Manager Window Left side! Description
|-
! Button| [[Image:UserManual_TranslateSelectedTermsIcon.png]]! Description| Allows you to translate the name of the categories.
|-
| [[Image:FieldTemplateIcon.png]]
| * If a data an item is selected in the tree structure, a data category is added to the selected item. (left)* If a category is selected, adds a custom defined field to the selected category. (right)|-| [[Image:UserManual_TranslateSelectedTermsIcon.png]]| Allows you to translate the name of the categories. (left)
|-
| [[Image:FieldViewIcon.png]]
| * If a data category is selected, allows you to change the data category name. (left) * If an item attribute with customisable values is selected, allows you to add or inactive option values. (right) * If a custom defined field is selected, allows you to change the label, description, active checkbox, or text display. If the CDF is a multiple selection or single selection type, allows you to also change the selection values. (right)
|-
| [[Image:EcksButton.png]]
| * If a data category is selected, allows you to remove delete a data category. (left)* If a CDF is selected, allows you to remove unused CDFs. (right)|-! Right side! Description
|-
| [[Image:UserManual_MoveSelectedItemAttributeIcon.png]]
| Allows you to move the selected item attribute field(s) into a new or an existing data category. (right) |-| [[Image:FieldViewIcon.png]]| If a multi- or single select system field is selected, allows you to add or inactive enumeration values. If a CDF is selected, allows you to change the label, description and display format. If the CDF is a multiple selection or single selection type, allows you to also change the selection values. |-| [[Image:FieldTemplateIcon.png]]| If a category is selected, adds a CDF field to the selected category.|-| [[Image:EcksButton.png]]| If a CDF is selected, allows you to delete unused CDFs.
|}
