Field Sets and Templates: Best Practices for Deleting Fields

When working with field sets and templates, it is crucial to handle field deletions carefully to avoid unexpected problems. This article outlines the recommended procedures and considerations to ensure a smooth process.

Potential Issues With Deleting Fields From Templates or Field Sets

Deleting a field from a field set or template without proper preparation can cause significant problems:

• Fields used on multiple templates: If a field is deleted from a field set before being removed from all templates where the field is used, those templates may break and become unusable.
• Loss of historical data: Prematurely deleting a field from a template will delete the historical data from the dataset for that field. 

Recommended Order of Operations

To prevent disruptions, consider these questions before deleting a field from a template or field set and then plan your work in the correct order:

1. Do you need to preserve the historical data associated with the field you plan to delete from a template?
   • Yes: Follow the instructions to Preserve the Historical Data for a Field and to Access Historical Data for a Hidden Field.
   • No: If you don't need the historical data, continue to the next question.
2. Do you plan to delete this field from all the templates where it is used?
   If you are unsure of all the templates that may be using a field, contact support@claravine.com to request a report listing the templates where the field is in use.
   
   • No: Follow the instructions to Remove a Field From Select Templates.
   • Yes: Follow the instructions to Remove a Field From All Templates.

Preserve the Historical Data for a Field

To preserve a field's historical data, do not delete the field from the template. Instead of deleting the field, follow these steps:

1. Turn off the visibility for the field in any template where you were planning to remove the field:
   In the template, unselect the Visible option for that field (for details, refer to the Templates Overview). 
   
   
2. Turn off the requirement for the field. The governance of a field's being required or not can be set at two levels: the field set level, or the template level.
   In the template, unselect the Required option for that field (for details, refer to the Templates Overview).
   If the Required option cannot be edited in the template, edit the field at the field set level and unselect the Required option for it there.

Hiding the field instead of deleting it keeps the data intact in the dataset. Users will not interact with the field during normal use.

Access Historical Data for a Hidden Field

To review historical data for a hidden field:

1. Open the dataset containing the field.
2. Click the Columns button.
3. Locate the field you want to display and click the View (eye) icon next to its name.
4. Click Apply.

Refer to Column Visibility in Dataset View for more details.

Remove a Field From Select Templates

To remove an unneeded field from some templates but retain it in others, work with templates only. Do not delete the field from the field set.

1. Open each template where the field is no longer needed (for details, refer to Templates Overview).
2. Delete the field from the template.
3. Save the template.

Remove a Field from All Templates

Always remove unneeded fields from templates before deleting them from the field set.

1. Open each template where the field is no longer needed (for details, refer to Templates Overview).
2. Delete the field from the template.
3. Save the template.
4. Only after the field is deleted from any template where it was used, you can safely delete the field from the field set (for details, refer to Field Sets Overview).

Summary of Best Practices

To manage fields in a field set effectively:

• Decide whether to remove the field from all templates or only specific ones.
• If a field contains historical data in the dataset, hide the field instead of deleting it.
• Always remove fields from templates before deleting them from the field set if they are no longer needed.
• Use the Columns section of the dataset to show hidden fields when needed.

By following these best practices, you can maintain the integrity of your templates and datasets while preserving valuable historical information.