Red error message and highlighted required field
to enter Edit mode
3. Make the required changes (required fields indicated with a red asterisk must be completed in order to save)
4. Save using the 'Save' button 
at the top right of the item form to return to View mode
{% hint style="info" %}
It is important to save the record, if not your work will be lost. Check to ensure that all required fields are completed.
{% endhint %}
Register item forms can be designed to guide interactions. This means that some sections and fields only appear when certain pre-requisites and rules are met. This helps reduce the amount of information required of you at each stage and prevents you from completing information before it is required.
{% hint style="info" %}
You may be required to change a field or update a workflow in order to access or complete a section or hand the work over to another role.
When unsure about the steps involved in a process, please consult the user documentation, process guide or trainer.
{% endhint %}
## Common Field Concepts
The following elements are common to editing items.
### Required Fields
All required fields (those marked by a red asterisk) must be completed before an item will be saved.
If you miss a field, you'll see a red error directly below the save button and the field required to be completed will also be highlighted in red. Note that on large forms you may need to scroll down to find the highlighted required field.
Red error message and highlighted required field
Record Notes field
A Rich Text field
typically with Paragraph and 3 levels of Headings for breaking text into sections
* **Emphasis formatting** - Bold and Italic 
buttons to activate and deactivate styles for emphasising
* **Lists** - unordered (bullet) and ordered list (numbered) buttons 
toggle them to create a list
* **Indent/Outdent** - indent (left arrow) and outdent (right arrow) buttons 
toggle them to indent text
* **Blockquote** - the blockquote button 
enables an indented quote style
* **Tables** - the tables button 
enables a table to be inserted by activating the down chevron you can select the number of columns and rows using the grid selector below. Once added, rows can be added by tabbing within the table.
Selection of rows and columns
will undo or redo the last action in the field. These will be greyed out if there were no further actions.
### Files
Some sections may allow you to attach files, for example, to record evidence such as documents or images.
#### Adding Files
Where a file can be added you will see an 'Add File' button 
.
The interface supports two methods of file attachment:
1. Drag and drop one or more files from the desktop into the attach file window, or;
2. Browsing from the file menu
Using the 'Browse files' link will launch a desktop file window to select the file. Select one or more files and then use the Open command on your computer to attach the files.
Drag and drop file browser
.
Date and time field with visual picker popup open
An example of location selection
button to preview contact details.
This function is available only on registers that support it (such as Permits and Inspections) and required special [security policies](https://docs.cw.crisisworks.com/system-administration/configuring-the-system/positions#security-policies). Asset Contacts must also be [imported](https://docs.cw.crisisworks.com/system-administration/configuring-the-system/imports/assets/asset-contacts) in order for this feature to return results for a given property.
#### Removing Locations
Once you have selected a location, it will appear as the currently selected location. You can remove an individually selected location by using the red cross icon 
Example of a selected location
.
#### Text Search
You can perform a text based search by **Property** address, **Library Item** or **Point Of Interest**, or by any other configured asset class. When a property is selected, it will appear on the map.
To search, begin typing in the text field. As you do, a list of corresponding items from the assets database will present itself from which you can choose.
Text address search
button which opens a map window from which you can select a location.
{% hint style="info" %}
The map itself, default centre point and layers will depend on the configuration of your system.
{% endhint %}
Map search interface using Open Street Map layer
to pick the asset
Asset selection
Assets are highlighted in blue
Asset summary for selection
button.
{% hint style="info" %}
Your device will need to have Location enabled in the settings. Consult your device's manual if you do not know how to enable location. If your device does not have Location enabled you will receive an error message.
{% endhint %}
#### Editing the Map
You can create a custom location from a selected location or from scratch or modify an existing one using the Edit the Map 
button.
The map editor has all of the standard map options, plus additional options for drawing.
There are three types of drawing that can be used in combination:
* **Point** - individual markers on the map
* **Polygon** - a closed shape made up of multiple lines used to define an area
* **Line string** - a line made up of multiple points
To toggle between drawing modes use the Drawing selector at the bottom of the map to select your chosen option and then use the Done link to return to the map.
Drawing selector
.
Zoom to current location
Show compass bearing (requires a double tap to activate)
Drop point at current location
Drop points as you move
**Drawing Points**
To draw a point:
1. Select 'Point' from the Drawing selector
2. Navigate the map (zoom, pan etc) and tap to drop the point. A single point appears as a callout icon .
(If you have enabled drop points as you move, points will be dropped automatically.)
3. Repeat until finished. When finished select 'Finish'.
**Drawing LineStrings**
To draw a LineString:
1. Select 'LineString' from the Drawing selector
2. Navigate the map (zoom, pan etc) and tap to drop a point to begin. The yellow point indicates a line which will be connected to the next point that you drop.
3. Repeat until finished. When finished, double tap to complete the line or select 'Finish'.
Example of a LineString used to define a Front
Example of a Polygon used to define an area
button acts as a link to a sub-register to access the full record if necessary. These typically have a link back in the Related Items section.
Embedded items with a View Record link to their home register. This type of record can only be added from the home register.
found at the top right of the form.
Sub-Items are saved when the Register Item is saved.
### Adding Sub-Items
Where you can create a Sub-Item, you'll typically find an 'Add' button 
. This will typically also add a new Item into to the Sub-Item's home register.
To add a sub-item, as in any register item, complete the form that appears (including all required fields). To cancel or remove a sub-item, use the red cross icon found at the top right of the form.
When attaching more than one record, use the 'Add Another' button 
. To the right of this button, the system has a section to let you know how many records are attached. 
New Sub-Items will only save when the Register Item is saved. If you forget to save the Register, you will lose any Sub-Items you have created. Don't forget to use the 'Save' button 
to save the Register Item along with any added Sub-Items.
### Adding Contact Sub-Items
Some sub-items that are Contacts feature a search interface. This enables you to find existing (known) contacts in the system through a search with a combination of:
* First Name
* Last Name
* Organisation
* Primary Email
To find variations in spelling you can use the checkbox to include similar sounding names.
Contact Sub-Item search
3. The results list for Contacts is typically limited to 10 results. If you don't see your contact there, then use the Search Again button 
or use the Reset button 
to clear the form to change the search parameters.
4. If a close match is listed in the results, use the View button to open the contact record to view the details. If the contact looks correct from this screen use the Select 
button.\
5. If you selected the View contact and it looks correct use the Select Contact button 
. If not, use the Back button 
to return and repeat steps 4 or 3 find a better match.
6. The selected contact will appear as a Sub-item.
To add a new contact to the system:
1. Enter the contacts details into the search form
2. Use the Search button to check if a contact already exists
3. Use the Enter New Contact button 
found at the bottom of the results. This will attach a contact with the details provided.
{% hint style="info" %}
When entering new contacts enter as much information into the search form, or the contact record will appear with minimal information. It is also important to avoid duplicating contact records.
{% endhint %}
## Right Hand Side Settings (metadata)
### Workflow
#### Status
The Status field is used to manage item workflow. Almost all register items have a Status field.
Workflows are configured individually by register, so the options will differ depending on the process involved.
The simplest of Status is used to control whether an item appears on the lists or not, that is whether the item is Active or Inactive. As items are generally not deleted due for audit purposes you can sometimes use the Status to toggle between these two states.
Generally speaking only the next available steps can be chosen from the Status pulldown list.
#### Assignment
Assignment fields allow an item to be assigned to a single user or position.
Assignment fields are most often but not always found in the Workflow section and can have different names, for example Task assigned to, Field Officer, Case Officer etc. Where an item can be assigned to multiple different people or positions, there will be multiple of these fields. In some situations an assignment field may also enable assignment to external organisations such as contractors with restricted permissions.
This field type enables selection of a user from a pulldown list of those in the system of specific position(s). In order to appear in the list and be assigned an item, an administrator must first [give a user the matching position](https://docs.cw.crisisworks.com/system-administration/user-and-contact-administration#positions) and they must be an active user.
Assignment field
The Event Classification
Save this item as a template option in Advanced
Correspondence section for generating a Mail Merge