Data Entry

Field Types and Conventions

For general information about field types, consult the Access Help directory.  Our discussion will relate to specific formatting requirements for data entry of different field types.

Text

Text entry is generally limited only by length.  Known string lengths, such as the two-letter state abbreviation or the 12-digit EPA ID number, may be set as maximum limits in the underlying datasets, and therefore cannot be exceeded in data entry.

NOTE:  As discussed previously, drop-down lists are provided for many data fields.  Text entry for these fields should be done on the “recurring data” forms rather than as an alternative to the available drop-down selections (most of the forms will reject new text that does not match selections in the drop-down list).

Numbers

Number fields have pre-set decimal points.  Check the units, as indicated either by a label on the screen or a selection from a drop-down list, and make certain that the decimal place is accurately positioned (for instance, wastewater flow may be reported in million gallons per day rather than gallons per day).

Input Masks

Some fields require that data be entered according to a format “mask,” such as telephone numbers, dates, etc.  The mask will appear when the cursor is first placed into the data entry text box for that field.

NOTE:  The input mask for dates in VEM follows the “XX/XX/XX” format.  Depending on how individual computer systems are set up to read dates, this format may default to either MM/DD/YY or YY/DD/MM where MM is month, DD is day and YY is the last two digits of the year.  For example, 01/30/03 could be interpreted as January 30, 2003 or March 30, 2001 on different systems.  You can check the default format for dates either in Control Panel or by inputting the date into a record and observing how it is translated by the system (Once the date is entered and the cursor is moved to the next field, the date will appear as it is stored in the database, with the four-digit year shown). 

Hyperlinks

Where the record should contain a hyperlink, the background of the text box is colored as shown in the following Permit Detail form (the hyperlink field has the light blue background).

Required Data Fields

Some data fields are essential for sorting and grouping records.  These fields are tagged as required in the underlying tables.  If properly formatted data are not entered the program will return an error message requesting that the data be supplied.

Saving Data

Most completed records can be saved by clicking either the SAVE or SAVE/ADD button within the body of the form.  (If an error was made, or you do not wish to save an entry, click on the ERASE button to clear the form without saving the data.)  Some forms update multiple datasets when records are saved; in these cases, the SAVE/ADD button is not present within the body of the form (but may be present in the footer).  The record must be saved with the SAVE button before you can navigate to a blank form to add another record.