Information
Information refers to the diverse types of data that users can input and manage within the platform. It is customizable and designed to support various workflows and data analysis.
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 (text, numbers, images, files, dates, and more) to address a wide range of business needs and enhance collaboration.
Information in Inistate are used in:
Data Structuring
Data collection
Data Visualization and Analysis
Workflow Automation
Collaboration and Reporting
Information Type
Inistate supports multiple data types, including:
Text
Input plain text in single line.
Item Name (Laptop XYZ)
Multiline Text
Input words, sentence or paragraph in multiple lines.
Item Description (spec)
Yes No
Checkbox to select Yes or No
Marks item is Active (Yes) or Discontinued (No)
Integer
Input whole number without decimals
Stock Quantity (3 units)
Number
Input numbers with decimal points
Unit Weight (1.25 kg)
Money
Input monetary value
Sale Price ($1,000.50)
Date
Input calender date
Manufacture Date
(8 Nov 2024)
Date Time
Input calender date with specific time
Last Restock timestamp
(8 Nov 2024 8.00 am)
Module
Select entry from another module in the same workspace
Supplier (supplier module)
Modules
Select multiple entry from another module in the same workspace
Related Items (related item module)
Location
Input location with place name on map
Storage Location (Malaysia)
Image
Upload single picture with format jpg, jpeg, png, bmp and gif
Product Image
Images
Upload multiple pictures with format jpg, jpeg, png, bmp and gif
Product Image (s)
File
Upload single file
Product Manual
Files
Upload multiple files
Product Manual (s)
Table
Adding customise table contains defined fields (columns) and rows.
Maintenance Logs (repairs, check ups, components)
User
Select entry from profile (module) within same workspace
Inventory Manager (manager profile)
Users
Select multiple entries from profile (module) within same workspace
Warehouse staffs
(staff profile)
Content
Input formatted text with styles
Safety warning ( Red colour, Bold text)
Email
Input email address with correct format
Suppliers contact email
Phone Number
Input phone number with country and area code
Suppliers contact number
Select
Dropdown selection with predefined options of User-Defined or Reference(select reference module)
Item Category ( select one option only )
Tag*
Dropdown selections with predefined options of User-Defined ( multiple selection)
Item Category ( multiple selection allowed )
Signature
Digital signatures
Approval digital signature
URL
Input URLs or links to external resources.
Product URL
Information type with * is BETA function.
Default Information
Some default information fields are auto-generated In Inistate
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
All the Default Information are auto generated.
Ways to input data
Manual Data Entry: Users can directly input data into fields within the platform, which is straightforward for small data sets.
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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