The Tables and Views Group in the Orion Administration Task Bar is for creating and modifying custom tables and the views that will utilize them. Custom tables contain data that is related to Contacts or Cases, and different Contact Types and Case Types can have different custom tables and views related to them.

When you first access the Tables and Views group by clicking on the Tables and Views header, the following screen appears.

Tables

 

The Tables Category is used to create or modify custom tables (data files) which hold information not already designed in the Orion Contact and Case Management System, but that your firm wants to track. Fields from these custom tables are then used in designing Data Views.

 

To view an existing or to create a new Table, click the Tables Category and the Display Panel appears.

 

Lookup Views

 

Lookup Views are created through the Lookup Views category and are User-defined pick lists that can be used for a specific User-defined field. For example, if you create a Table with a field to hold information on how a Client came to your firm, Users can enter certain options, like Referral from Existing Client, Yellow Pages, or ABA. In this case, you create a Lookup View and set up the appropriate options. When creating a Data View, you can define a field and set it to use an existing Lookup View.

 

To view an existing or to create a new Lookup View, click the Lookup View category and the Display Panel appears.

 

Data Views

 

 

Data Views are Entry/Edit screens designed to utilize your custom tables and Lookup Views.

 

To view an existing or to create a new Data View, click the Data View category and the display panel appears.

 

Data View Profiles

 

Data View Profiles allow you to assign one or more Data Views (custom Entry/Edit screens) to different Contact Types and Case Types. The Data View Profiles are then assigned to Security Groups. You can create as many Data View Profiles as you like. Only one Data View Profile can be assigned to a Security Group but multiple Data Views can be assigned within a Data View Profile.

 

To view an existing or to create a new Data View Profile, click on the Data View Profiles category and the Display Panel appears.

Adding a Table

 

Before you begin defining your new Table, make sure you have a well-thought out plan, including defining the fields you want to add and the data type (text, number) of each field.

 

Steps

 

To add a new Table:

1.      Click the Tables Category, then click New. The following screen appears.

2.      Click Rename Table and assign a name to your Table. This option is available only when you create a new Table.

3.      Click Add Column. The following screen appears.

4.      Fill in the fields as required. For further details, see “Field Descriptions – Add Column.” 

5.      Once you have completed the above information, click OK to save your column and return to the original screen. You may add as many fields (columns) as you like.

6.      After completing the design of your Table, click OK to save the Table.

 

Field Descriptions – Add Column

 

The following Table describes the fields you define when you add a column to a Table.

Field	Description
Column Name	The name for this field. Spaces are allowed and we recommend that you enter a descriptive name for easy identification when creating your Data Views.
Data Type	The type of Data this field will contain. The options are: Character Date Double, Integer LongVarChar
Size	Number of characters the field will hold.

Editing or Deleting a Table or Column

 

 

You can edit any table fields (columns), however, be aware that any changes you make to an existing Table (addition or deletion of fields) requires rebuilding the file. This may take a significant amount of time depending on the size of the existing file.

 

If a particular field is referenced in a Data View, you cannot delete it. Instead, you must first edit your Data View to remove any reference to the field, and then delete it. Unlike other record types in the Orion Contact and Practice Management System, you cannot rename an existing Table. Deleting a Table completely removes all data stored in that Table and it is not recoverable through the Orion Contact and Practice Management System.

 

 

Steps – Viewing or Editing a Table or Column

 

To view or edit an existing Table or Column:

1.      Double-click on the appropriate record or single-click and then click Edit.

2.      To add a new field, click Add Column and fill in the fields as required.

3.      To delete a field, click Delete Column. Use this option only when the Table is not referenced by an existing Data View.

 

 

Steps – Deleting a Table or Column

 

To delete an existing Table or Column:

1.      Click the appropriate record and then click Delete.

2.      Click Yes to confirm the deletion.

 

 

 

Adding a Lookup View

 

 

You first create a Lookup View, and then add your pick list options. Each pick list item can contain any combination of 60 alphanumeric characters.

 

Steps

 

 

To add a new Lookup View:

1.      Click the Lookup Views Category and then click New. The following screen appears.

 

2.      In the Name field, enter a name for the Lookup view.

3.      Click Insert Row to add your pick list options.

4.      To delete an existing pick list option, highlight the appropriate option then click Delete Row.

 

Editing or Deleting a Lookup View or Pick List Option

 

You change the name of the Lookup View and the system changes all existing references to this Lookup View to reflect the new name. Be aware that the system does not automatically update existing records when you edit or delete an existing pick list option.

 

You cannot delete any Lookup View that is referenced by a Data View. You must first remove it from the Data View and then delete it.

 

Steps – Editing a Lookup View

 

To edit an existing Lookup View:

1.      Double-click the appropriate record or single-click and then click Edit.

2.      To add a new option to your pick list, click Insert Row.

3.      To edit an existing option:

• Highlight the option and double-click it.
• Make the necessary changes.

4.      To delete an existing option:

• Highlight the option and then click Delete Row.
• Click Yes to confirm the deletion.

 

 

Steps – Deleting a Lookup View

 

To delete an existing Lookup View:

1.      Highlight the appropriate record and then click Delete.

2.      Click Yes to confirm the deletion.

 

 

Adding a Data View

 

When you create a new Data View there are no tabs and no fields listed in the Fields window. After you assign a unique and descriptive name for the Tab, you can then begin designing the Entry/Edit screen. Each Tab you add appears as a Tab in Entry/Edit for those Users who have access to the Data View. We strongly recommend that you draw these Entry/Edit screens on paper prior to starting your design in Orion.

 

Adding Fields to a Tab

 

Once you have added a field to the Fields window, click it, then drag and drop it on your Tab. Notice that there are now two objects on your Tab, a label and a 3D box that represents the field in which data will be entered. You can resize either of these objects by clicking them and grabbing the handles. You can also resize and reformat them by selecting the Tools menu option and then selecting Inspector. The Inspector option allows you to change properties such as font, size and tab order of the selected object.

 

Using the Object Palette

 

The Tools menu options allow you to access the Object Palette, to align objects, and to set a default font. Use the Object Palette to set entry parameters for certain fields. For example, you create a field in the Fields window called Type of Referral. You want Users to make an entry in this field, but you also want to provide the certain options you have listed in a defined Lookup View. To link this Lookup View to the field in your Fields window, you access the Object Palette and drag and drop the LookupCombo Object to your Data View tab. Once the Object is on the Data View tab, click on it then choose the Object Inspector from the Tools Menu.

 

For the Lookup View value you choose the defined Lookup View, and for the Related Property value, you choose the field created in the Fields window. Other Objects available in the Object Palette are:

• Label
• Edit
• Memo
• Date
• Combo
• WGCombo
• Currency

 

Each of these objects displays different properties when viewed in the Object Inspector.

 

Steps

  

To add a new Data View:

 

1.  Click the Data Views Category then click New. The following screen shows an existing Data View.

 

2.      On the menu bar, select Rename, then select Data View.

3.      Enter the name for your Data View.

4.      To add a new tab, click Add Tab.

5.      On the menu bar, select Rename then select Tab. The Fields window lists all fields that are currently in the Tab.

6.      To add a new field, right click within the Field window and select Add. The following screen appears.

 

7.      Fill in the fields as required. For further details, see “Field Descriptions – Data View Fields.”

8.      Click OK to add this field to the Fields window.

9.      Once you have added a field to the Fields Window, click on it and drag and drop it on your Tab.

10.  To delete a field from the Fields window, highlight the field, right click then click Delete. If you already added the field to your Data View tab, deleting it from the Fields window does not remove it from the Data View Tab.

 

Field Descriptions – Data View Fields

 

The following table describes the fields you define when you add a Data View.

Field	Description
Display Name	The field name you want displayed for the User. For example, if you are requiring input of the name of the person who referred the Client you would enter a Display Name of Referred By.
Table	The custom Table to which this information will be saved.
Field	The field in the Table in which to save the data.

 

Editing or Deleting a Data View

 

When you edit a Data View, the system changes all references to reflect the new name.

 

When you delete a Data View, the system checks whether the Data View is currently used by any Data View Profiles, in which case you cannot delete it.

 

 Steps – Editing a Data View

 

To edit an existing Data View:

1.      Double-click the appropriate record or single-click and then click Edit.

2.      Make your changes, then click Save and Exit.

3.      To change the name of a Data View, click Rename and then select Data View.

4.      Change the name and then click OK.

5.      Click Save and Exit to save the new name.

6.      To delete a field already placed on the Data View Tab, right click the field and then click Delete.

 

 

Steps – Deleting a Data View

 

To delete an existing Data View:

1.      Click the appropriate record and then click Delete.

2.      Click Yes to confirm the deletion.

 

  

Adding a Data View Profile

After you set up Data Views, you can assign them to Contact Types in the system.

 

Steps

 

To add a new Data View Profile:

1.      Clicking the Data View Profiles Category, then click New. The following screen appears.

2.      Click Rename Profile and enter a descriptive and unique name.

3.      To assign a Data View to a Contact Type, select the Contacts Tab, then highlight the appropriate Contact Type in the list and click Edit. The following screen appears.

4.      Select each Data View you want to associate with this particular Contact Type.

5.      Click OK to complete your Data View definition.

6.      Click the Cases tab. The following screen appears and displays all the Case Types previously set up.

7.      To assign a Data View to a Case Type, highlight the Case Type, then click Edit.

8.      Select each Data View you want to associate with this Case Type, then click OK. The Data View Profile screen appears again.

9.      Click OK to save your Data View Profile.

 

Editing or Deleting a Data View Profile

 

You can edit Contacts and Cases associated with an existing Data View Profile, but you cannot rename the Profile. You cannot delete a Data View Profile that is used by a Security Group.

  

Steps – Editing a Data View Profile

 

To edit an existing Data View Profile:

1.      Double-click the appropriate record, or single-click it and then click Edit.

2.      Make your changes and then click OK.

 

Steps – Deleting a Data View Profile

 

To delete an existing Data View Profile:

1.      Click the appropriate record and then click Delete.

2.      Click Yes to confirm the deletion.