From Joomla! Documentation
Fields are used to display additional attributes of Articles, Contacts or Users. The data are entered in an Administrator Edit form and displayed in the Site. An example:
Suppose you write articles about aspects of nature, sometimes Flowers, sometimes Animals. One field you might wish to record and display for both is the Latin Name, requiring a text field. Another might be Habitat: Woodland, Pond, Meadow, and so on, requiring a drop-down list. For flowers you may wish to record Flowering Season using 12 checkboxes, one for each month.
Empty fields in the input form are not displayed in the Site output, so you could keep all fields in one long list. However it is usually better to use categories for your Articles, say Flowers and Animals. Fields can be assigned to more than one Category. So Latin Name and Habitat fields would be assigned to both but Flowering Season would only be assigned to the Flowers category.
If a field is not assigned to a group it will appear in the Edit form in a Fields tab. If a field is assigned to a group it will appear in a tab with that name. So for the Flowers group it seems appropriate to create a group named Flower Data (or just Flowers, although using the same name for different things gets confusing). And for the other common fields you could use a Nature group.
The Articles:Fields screen is where you list, filter, add and edit Fields.
How to Access
- Select Content → Fields from the Administrator menu. Then...
- Select either Articles or Category from the drop-down list.
- Select Users → Fields from the Administrator menu.
- Select Components → Contacts → Fields from the Administrator menu. Then...
- Select either Contact, Mail or Category from the drop-down list.
- Checkbox: Check this box to select one or more items. To select all items, check the box in the column heading. After one or more boxes are checked, click a toolbar button to take an action on the selected item or items. Many toolbar actions, such as Publish and Unpublish, can work with multiple items. Others, such as Edit, only work on one item at a time. If multiple items are checked and you press Edit, the first item will be opened for editing.
- Ordering. You can change the order of an item within a list as follows:
- If the list Filter Options include a Position filter select the desired Position. This will limit the list to items that are assigned to that Position.
- Select the Ordering icon in the Table heading to make it the active ordering item. The ordering icons in each row will change from light grey to dark grey and the pointer will change to a drag arrow on hover.
- Select one of the Ordering icons and drag it up or down to change the position of that row in the list. The items will display in the new order within the Position.
- Status. (Published/Unpublished/Trashed) The published status of the item.
- Title. The name of the item. For a Menu Item, the Title will display in the Menu. For an Article or Category, the Title may optionally be displayed on the web page. This entry is required. You can open the item for editing by clicking on the Title.
- Type. The Type of the Custom Field.
- Calendar: calendar field.
- Checkboxes: checkboxes field.
- Colour: color field.
- Editor: editor field.
- Integer: integer field.
- List: list field.
- List of images: imagelist field.
- Media: media field.
- Radio: radio field.
- SQL: sql field.
- Text: text field.
- Text Area: textarea field.
- URL: url field.
- User: user field.
- User Groups: usergrouplist field.
- Field Group. The Field Group this item belongs to.
- Access. The viewing Access Level for this item.
- Language. Item language.
- ID. This is a unique identification number for this item assigned automatically by Joomla!. It is used to identify the item internally, and you cannot change this number. When creating a new item, this field displays 0 until you save the new entry, at which point a new ID is assigned to it.
Search bar. This is a common feature of most Lists. The layout is as shown below.
- Search by Text. Enter part of the search term and click the Search icon. The search may be of one or more fields. Hover to see a Tooltip indicating which fields will be searched. In some cases a different format is required. For Example, to Search by ID enter "id:xx", where "xx" is the item ID number (for example, "id:9").
- Filter Options. Click to display or hide the additional filters.
- Clear. Click to clear the Filter field and restore the list to its unfiltered state.
- Ordering. Shows the current table ordering field. Select from the drop down list to change the order or click a column heading. Ordering may be in ascending or descending order. The column heading toggles between ascending and descending order.
- Number to Display. Shows the number of items in a list. The default for a site is 20 but this may be changed in the global configuration. Select from the drop-down list to change the number displayed. If you select too many complex items they will be slow to deliver and display.
Filter by Published Status. Lets you show only items with the selected published status.
- - Select Status -: Shows items that are Published and Unpublished. Does not show items that are Trashed or Archived.
- Trashed: Shows only items that are Trashed. Important Note: To permanently delete items:
- Change the status of the items to Trashed.
- Change the Status filter to Trashed. At this point the trashed items will show and an icon called "Empty trash" will show in the toolbar.
- Select the desired trashed items and click on "Empty Trash" in the toolbar. The items will be permanently deleted.
- Unpublished: Shows only items that are Unpublished.
- Published: Shows only items that are Published.
- Archived: Shows only items that are Archived.
- All: Shows all items regardless of published status.
Filter by Assigned Category. Lets you show only items assigned to a specific category. The list box will show the categories defined for your site.
- - Select Assigned Category -: Show items assigned to any category.
- <your category>: Show items assigned only to this category.
Filter by Field Group. Lets you show only items assigned to a specific Field Group. The list box will show the groups defined for your site.
- - Select Field Group -: Show items assigned to any Field Group.
- <your Field Group>: Show items assigned only to this Field Group.
Filter by Viewing Access Level. Lets you show only items that have a specified viewing access level. The list box will show the access levels defined for your site. Options:
- - Select Access - Show items with any viewing access level.
- <access level group> Show items only with this viewing access level.
Filter by Language. Lets you show only items that have a specific language assigned. The list box will show the languages defined for your site, similar to the examples below.
- - Select Language -
- All Show items for any language.
- <your language>: Show items only for this language.
Page Controls: When the number of items is more than one page, you will see a page control bar as shown below. The current page number being viewed is shaded.
- Start: Click to go to the first page.
- Prev: Click to go to the previous page.
- Page numbers: Click to go to the desired page.
- Next: Click to go to the next page.
- End: Click to go to the last page.
The Batch Process allows a change in settings for a group of selected items marked with a check-mark in the corresponding check-mark boxes. To use: select one or more items form the table of items being viewed and click on the 'Batch' Toolbar button. This will open a pop up window as shown below.
You can change one value or all four values at one time.
- Note - if you copy items to a new group, changes you have selected from access level and language will be applied to the copies, not the original.
How to Batch Process a group of items:
- Select one or more items on the list by checking the desired group check boxes.
- Click the 'Batch' Toolbar button.
- Set one or more of the following values:
- To change the Access Levels, select the desired new access level from the Set Access Level list box.
- To change the Language, select the desired language from the Set Language list box.
- To change the Field Group, select a group. To leave the group unchanged, use the default value of "Select".
- To copy the items to a different group, select the desired group from the group list box and check the Copy option. In this case, the original items are unchanged and the copies are assigned to the new group and, if selected, the new access level and language.
- To move the items to a different group, select the desired group from the group list box and check the Move option. In this case, the original items will be moved to a new group and, if selected, be assigned the new access level and language.
- When all of the settings are entered, click on Process to perform the changes. A message "Batch process completed successfully." will show.
Note that nothing will happen if you (a) don't have any items selected or (b) have not selected an access level, language, or group.
If you wish to clear your entered selections, click on the Cancel button. This will return all of the Batch controls to their default values. Note that this does not uncheck the check boxes for the items.
At the top of the page you will see the toolbar shown in the Screenshot above. The functions are:
- New. Opens the editing screen to create a new field.
- Actions: Reveals a list of actions for selected Items. Check one or more Item checkboxes to activate the list.
- Publish. Makes the selected field available to visitors to your website.
- Unpublish. Makes the selected field unavailable to visitors to your website.
- Archive. Changes the status of the selected field to indicate that they are archived. Archived field can be moved back to the published or unpublished state by selecting "Archived" in the Select Status filter and changing the status of the field to Published or Unpublished as preferred.
- Check-In. Checks-in the selected field. Works with one or multiple field selected.
- Trash. Changes the status of the selected field to indicate that they are trashed. Trashed field can still be recovered by selecting "Trashed" in the Select Status filter and changing the status of the field to Published or Unpublished as preferred. To permanently delete trashed field, select "Trashed" in the Select Status filter, select the field to be permanently deleted, then click the Empty Trash toolbar icon.
- Batch. Batch processes the selected field. Works with one or multiple items selected.
- Options. Opens the Options window where settings such as default parameters can be edited.
- Help. Opens this help screen.
- If you want to know how to use Custom Fields, see the Joomla 3 Tutorial: Adding Custom Fields