Item Manager

This article is for the PC Admin Tool version of the Item Manager.  Click here for the Web Version article.

Everything in Centerbase is an item (i.e. Matters, Clients, Contacts, etc.) and the data on each item is called a field. Creation, deletion, re-naming, etc. of both items and fields are done from the Item Manager.

The main menu displays all the items available in Centerbase. You may add new or delete items from the Item menu in the lower left-hand corner of the dialogue. Some items are protected system items and cannot be deleted, these items are generally hidden using the settings in the yellow section on the right-hand side.

Clicking the Fields tab lists the available fields, allowing you to edit, add or delete fields as necessary. Once again, some fields are protected system fields and cannot be deleted.

Centerbase supports 9 different types of fields:

1. Text: Generic text field allowing alpha-numeric data.
   1. Allows for drop-down menu options.
2. Memo: Like a text field, but much larger in capacity and generally takes up more space on the item form.
3. Number: Field allowing numeric values only.
   1. Allows for drop-down menu options.
   2. Allows formulas.
4. Address: Standard address field with individual nested fields for Address Line 1, Address Line 2, City, State, Zip Code and Country.
5. Date/Date with Time: Standard date or date with time formats.
6. Email address: Supports email addresses as clickable links to send emails directly from Centerbase.
7. Phone: Standard phone field that will reformat numbers type as 1234567890 into (123) 456-7890.
8. True/False: Boolean values showing as a checkbox in the Centerbase Web.
9. Lookup: Creates a clickable link to another record in Centerbase by providing a one-to-one relationship between one record and another. Lookups can point to any other field in Centerbase.

Once a field is created, its type cannot be changed, so it is recommended that the field type is selected properly before data is entered. In the event a field needs to be deleted, all associated data will also be deleted. From the item relationships tab of this menu, holding CRTL + Shift + Alt then double-clicking the words Related item type will bring up a menu listing all the items and fields in Centerbase with their corresponding item/field type ID. These values are often required by Workflow. An alternative to this approach to find an item or field’s Centerbase ID, would be to find the item in the Centerbase web version, right click on the desired field name and choose Inspect (Chrome web browser). The HTML reveals the Item ID – Field ID for use in workflow.

In this case, the Matter’s email field is 1001-1000399, where 1001 represents the Matter item type, and 1000399 represents the email field.