Subtypes allow you to structure your custom entities in clear layers, making complex data easier to organise and manage. They help you group related records, avoid duplicate fields, and keep your system consistent. You might use subtypes when working with categories that share common information but also need their own specific details. By following this guide, you will understand what subtypes are, why they are useful, and how to set them up.
Table of Contents
What Does This Feature Do?
Why Or When Should You Use It?
How Subtypes Help You Group Data
How Subtypes Prevent Duplicate Fields
Step By Step Instructions
Where Are Subtypes Displayed?
What Does This Feature Do?
Subtypes allow you to create layered structures within custom entities. This means you can define a main entity and then add one or more sublevels beneath it.
Each level can contain its own fields, while also inheriting fields from higher levels. This creates a clear hierarchy and keeps related data grouped together.
Why Or When Should You Use It?
You might use subtypes when different records belong to the same category but still need unique properties. This is useful when data shares common information but also needs specific fields at lower levels.
Subtypes also help reduce repetition. Instead of creating the same fields multiple times, you define them once at a higher level.
How Subtypes Help You Group Data
Subtypes allow you to organise entities into logical groups.
For example, you might create a main entity called Tools, with subtypes such as Drills, Saws, and Grinders. Under Drills, you could then create additional subtypes like Cordless Drills, Impact Drills, and Hammer Drills.
This makes it clear which items belong together and helps users understand the structure at a glance.
How Subtypes Prevent Duplicate Fields
Fields added at a higher level automatically apply to lower levels.
For example:
At the Tools level, you might add fields like Brand and Type.
At the Drills level, you might add fields like Power and Battery Life.
At the Hammer Drill level, you might add fields that apply only to that specific subtype.
This approach avoids recreating the same fields multiple times and keeps your configuration easier to maintain.
Step By Step Instructions
Open Configuration.
Select Custom Entities.
Click + Custom Entity.
Enter the name of the entity and select Save.
Open the newly created entity.
Add any required fields under the Fields tab, or return to this later.
Select the Subtype tab.
Click the + button to create a subtype.
Open the subtype and repeat these steps if you want to create another layer.
You can continue building as many levels as your structure requires.
Where Are Subtypes Displayed?
All active entities and subtypes appear under the + button in the top bar. This allows users to quickly create new records.
Only entities that users need to create directly should be visible here. You can hide higher-level or structural entities by turning off their visibility using the slider in Custom Entities.
Quick Summary
Subtypes let you organise custom entities into clear layers with shared and specific fields. They reduce duplication by allowing fields to be inherited from higher levels. This helps keep your data structured, consistent, and easier to manage.