# Information

## Introduction

**Information** serves as a central component for collecting, managing, and analyzing data within workflows. This feature is designed to be versatile, accommodating multiple [information types](#information-type) (text, numbers, images, files, dates, and more) to address a wide range of business needs and enhance collaboration.

**Information in Inistate are used in:**

<table data-view="cards"><thead><tr><th></th><th></th></tr></thead><tbody><tr><td><strong>Data Structuring</strong></td><td></td></tr><tr><td><strong>Data collection</strong></td><td></td></tr><tr><td><strong>Data Visualization and Analysis</strong></td><td></td></tr><tr><td><strong>Workflow Automation</strong></td><td></td></tr><tr><td><strong>Collaboration and Reporting</strong></td><td></td></tr></tbody></table>

## Information Type

Inistate supports multiple data types, including:

<table><thead><tr><th width="191">Information Type</th><th width="324">Description</th><th>Example (Stock Management)</th></tr></thead><tbody><tr><td><strong><code>Text</code></strong></td><td>Input plain text in single line.</td><td>Item Name (Laptop XYZ)</td></tr><tr><td><strong><code>Multiline Text</code></strong></td><td>Input words, sentence or paragraph in multiple lines.</td><td>Item Description (spec)</td></tr><tr><td><strong><code>Yes No</code></strong></td><td>Checkbox to select Yes or No</td><td>Marks item is <strong>Active</strong> (Yes) or <strong>Discontinued</strong> (No)</td></tr><tr><td><strong><code>Integer</code></strong></td><td>Input whole number without decimals</td><td>Stock Quantity (3 units)</td></tr><tr><td><strong><code>Number</code></strong></td><td>Input numbers with decimal points</td><td>Unit Weight (1.25 kg)</td></tr><tr><td><strong><code>Money</code></strong></td><td>Input monetary value</td><td>Sale Price ($1,000.50)</td></tr><tr><td><strong><code>Date</code></strong></td><td>Input calender date</td><td><p>Manufacture Date</p><p>(8 Nov 2024)</p></td></tr><tr><td><strong><code>Date Time</code></strong></td><td>Input calender date with specific time</td><td><p>Last Restock timestamp</p><p>(8 Nov 2024 8.00 am)</p></td></tr><tr><td><strong><code>Module</code></strong></td><td>Select entry from another module in the same workspace</td><td>Supplier (supplier module)</td></tr><tr><td><strong><code>Modules</code></strong></td><td>Select multiple entry from another module in the same workspace</td><td>Related Items (related item module)</td></tr><tr><td><strong><code>Location</code></strong></td><td>Input location with place name on map</td><td>Storage Location (Malaysia)</td></tr><tr><td><strong><code>Image</code></strong></td><td>Upload single picture with format jpg, jpeg, png, bmp and gif</td><td>Product Image</td></tr><tr><td><strong><code>Images</code></strong></td><td>Upload multiple pictures with format jpg, jpeg, png, bmp and gif</td><td>Product Image (s)</td></tr><tr><td><strong><code>File</code></strong></td><td>Upload single file</td><td>Product Manual</td></tr><tr><td><strong><code>Files</code></strong></td><td>Upload multiple files</td><td>Product Manual (s)</td></tr><tr><td><strong><code>Table</code></strong></td><td>Adding customise table contains defined fields (columns) and rows.</td><td>Maintenance Logs (repairs, check ups, components)</td></tr><tr><td><strong><code>User</code></strong></td><td>Select entry from profile (module) within same workspace</td><td>Inventory Manager (manager profile)</td></tr><tr><td><strong><code>Users</code></strong></td><td>Select multiple entries from profile (module) within same workspace</td><td><p>Warehouse staffs</p><p>(staff profile)</p></td></tr><tr><td><strong><code>Content</code></strong></td><td>Input formatted text with styles</td><td>Safety warning ( Red colour, Bold text)</td></tr><tr><td><strong><code>Email</code></strong></td><td>Input email address with correct format</td><td>Suppliers contact email</td></tr><tr><td><strong><code>Phone Number</code></strong></td><td>Input phone number with country and area code</td><td>Suppliers contact number</td></tr><tr><td><strong><code>Select</code></strong></td><td>Dropdown selection with predefined options of User-Defined or Reference(select reference module)</td><td>Item Category ( select one option only )</td></tr><tr><td><strong><code>Tag</code>*</strong></td><td>Dropdown selections with predefined options of User-Defined ( multiple selection)</td><td>Item Category ( multiple selection allowed )</td></tr><tr><td><strong><code>Signature</code></strong></td><td>Digital signatures</td><td>Approval digital signature</td></tr><tr><td><strong><code>URL</code></strong></td><td>Input URLs or links to external resources.</td><td>Product URL</td></tr></tbody></table>

{% hint style="info" %}
Information type with \* is BETA function.
{% endhint %}

***

## Default Information

Some default information fields are auto-generated In Inistate

| Default Information    | Desciption                                                                   |
| ---------------------- | ---------------------------------------------------------------------------- |
| **`ID`**               | A unique identifier assigned to each new entry                               |
| **`Document ID`**      | A unique document ID combination of prefix and serial number. e.g. INV00245. |
| **`Title`**            | A unique title or subject for an entry                                       |
| **`Created By`**       | Show users who created an entry                                              |
| **`Created Date`**     | Date and time when an entry is created                                       |
| **`Last Change By`**   | Show users who did the last changed of an entry                              |
| **`Last Change Date`** | Date and time of an entry last changed                                       |
| **`Serial`**           | Serial of an entry                                                           |
| **`State`**            | Progress of an entry                                                         |
| **`Comment Count`**    | Total comment of an entry                                                    |
| **`Assignees`**        | Assignees of an entry                                                        |
| **`Due`**              | Due date of an entry                                                         |

{% hint style="info" %}
All the Default Information are auto generated.
{% endhint %}

***

## Ways to input data

1. **Manual Data Entry**: Users can directly input data into fields within the platform, which is straightforward for small data sets.
2. **Data Import**: For larger datasets, Inistate supports importing from Excel files and other compatible sources. The import tool allows users to map fields from their file to corresponding fields in Inistate, ensuring data aligns correctly with their workflow modules​.

***

## Best practice

Best practice to setup Information

* **Identify Data Needs**: Understand the specific information requirements for each process or workflow. Identify what data is essential and how it use.
* **Appropriate Data Types**: Select appropriate Information types to improve data integrity.
* **Clarify**: Ensure the information name is clear and add short descriptions to make fields easily understandable.


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```
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```

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Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.