Network admins can access the app creator by clicking on Profile > Administration > App Creator in the dropdown at the top right. A list of all apps that are available at network level then appears. To the right of each app are the options to be either edited or deleted.
Group admins can access their group’s apps by opening the group administration and selecting ‘App Creator’. A list view also appears here, which shows the individual apps in the respective group. At the top right of both the network and group administration screen is the ‘Create new app’ button, which can be used to create a new app.
Basic app info #
When creating a new app or editing an existing app, the first tab opens in which the basic app info is managed. The name of the respective app must be entered in the mandatory details field ‘Name*’.
There are also other optional fields that can be completed here. For example, the Plural name, Entry title, Logo, Description and a Note about the app can be entered. For apps created at the network level, you can use the “Show app in context bar” checkbox to specify whether it will appear in the navigation for Pages & Apps in the context bar.
Permissions can be used to set restrictions for adding, editing, reading and deleting entries.
These permissions can be granted to the following user groups:
- Network admins/group admins,
- all network members/group members,
- previously defined user roles,
- individual users,
- selected groups
The following screenshot shows examples of possible basic app info:
Fields #
The second tab, Fields, is used to define and configure the individual fields that you wish to find in the app. On the left is an overview of all types of fields that can be used for configuration. To initially add a field to the app, left-click on the first field you want to use in order to add it to the centre column.
After the first field has been added, you can add other fields to the centre column using drag & drop. Once a field has been added to the centre column, you can duplicate it using the plus icon or delete it using the minus icon.
The order of the different fields can be changed by using drag & drop to move them in the desired order.
Once a field has been added, further options appear in the right column that can be used to configure the field. General information can be defined here. First you must define the label for the field. This is mandatory and displays the headline of each field.
Once the ‘Label’ entry has been set, a second mandatory entry ‘System name’ is automatically generated. However, this can also be changed manually. Clicking on the lock icon prevents the system name from being updated automatically, even if, for example, the entry under ‘Label’ is changed. Clicking on the lock icon again, reopens the field for manual changes. The system name is used to search. For this reason, we recommend that this is always identical to the label.
In addition to the label and the system name, you can also add an optional description for each field, which serves as a guide when entering data in the finished app. By clicking on the shaded bottom right corner of the box, you can enlarge it to add a longer description text.
You can also configure whether the selected field is mandatory, meaning that it must be filled in by the user in the subsequent app.
Text field #
The label, system name and description can also be configured for the text field.
In addition to these options, you can also specify if you want to increase field size. If this checkbox is activated, a multi-line text entry can be made later in the app.
Number field #
The label, system name and description can also be configured for the number field.
The ‘Precision’ field, which defines the decimal places for the number field, is also located here. This is set to zero by default, but can be extended to 20.
Under ‘Prefix’ you can specify which information should precede the number field, for example a note for adding the number or the start of a scale. A ‘Suffix’ can also be added in the same way so that further information, such as the end of a scale, can be entered after the number field.
Dropdown field #
The label, system name and description can also be configured for the dropdown field. In addition to these general options and the checkbox for ‘Mandatory’, you can also specify whether the dropdown field can have multiple selections.
In addition to these general options and the checkbox for ‘Mandatory’ you can also specify whether the dropdown field can have multiple selections. The ‘dropdown field’ is already selected by default. However, if the tick is removed here, the dropdown field in the future app will change to the standard setting ‘No selection’, which cannot be changed by the user.
To offer users different available options when editing the app, the various options must be configured via ‘Add option’.
This is done by defining the name of the option under ‘Label’. The ‘Value’ field is also filled automatically initially, but can be adjusted manually. Click on the lock icon to stop the field from being filled automatically. Clicking on the lock again reopens the field for manual input.
If you click on the plus icon, a further option is added to the selection. This is also done by clicking on ‘Add option’. Clicking on the minus icon deletes a previously added option.
Tag field #
The label, system name and description can also be configured for the tag field. If a tag field is added, you can specify whether tags added by users in the app are restricted to this app only and are therefore not automatically available globally in the total network. The ‘multiple selection’ checkbox is activated by default to allow you to add multiple tags. This checkbox cannot be changed and is therefore greyed out.
Email field #
The label, system name and description can also be configured for the email field. This type of field makes it possible to display an email address in the app in order to enter, for example, the contact details of a contact person.
Date field #
The label, system name and description can also be configured for the date field. If a date field is added, you can define the relevant output format. This is set to DD.MM.YYYY by default, but you can use numerous other place holders for the output format.
Link field #
The label, system name and description can also be configured for the link field. This type of field makes it possible to insert a link, for example to link the app to an external page.
Image field #
The label, system name and description can also be configured for the image field. If an image field is inserted, the app allows the user to add an image. If the checkbox ‘Multiple selection’ is activated, several images can be added directly, e.g. to display an image gallery.
File field #
The label, system name and description can also be configured for the file field. The file field allows you to add a file in the app, for example to attach a relevant document. The option ‘Multiple selection’ is also offered here, so that several files can be added directly when this is activated.
Address field #
The label, system name and description can also be configured for the address field. This type of field can be used to store all the key details of an address.
The ‘Show name’ checkbox is preselected by default. However, this can be changed as required. You can also select the ‘Show map’ checkbox so that a corresponding map section is also displayed in the app.
Several options can be defined as mandatory for the address field. These include: Name, Street, No., Postal code, City, State, Country. You can also change the names of the individual entries under ‘Label’. For example, ‘No.’ could be changed to ‘House number’. Click on the small plus icon to open the corresponding configuration.
HTML/Text field #
The label, system name and description can also be configured for an HTML/Text field. This type of field allows users to enter HTML text in the app and edit it using the formatting tool bar.
Member field #
The label, system name and description can also be configured for the member field. This type of field allows you to select individual members from the network. If the checkbox ‘Multiple selection’ is activated, you can also select several people. This can be useful, for example, to display contact persons or to assign app entries to individual members.
Relation field #
The label, system name and description can also be configured for the relation field. The relation field enables you to create a link to another app at the same level:
- If an app has been created at the network level, you can link another app at the network level using the relation field.
- The same applies to all apps that are in the same group.
If the levels of the two apps are the same, multiple app entries can also be selected using ‘Multiple selection’.
You can select the app to be referenced under ‘Related app’. All apps that are available at this level are suggested in this dropdown. If no apps are displayed, there are no other apps on the same level.
Under ‘Output format’, you can define all the fields of the related app that users can select in the new app. These entries must be made in the format ‘%{name}’.
Note: It is important that the relevant system name is entered here so that referencing is successful.
Headline #
If this type of field is included, users are shown a predefined headline on each entry in the app. This headline cannot be changed by individual users. The position of the headline depends on the order in which the fields were arranged when the app was configured.
Statistics #
If this type of field is inserted, it is possible to track how many people have viewed each entry. An eye icon with a counter next to it is then displayed on the relevant entry.
Main page #
Use the third tab to configure the app’s main page. The main page is the view that users land on when they first open the app.
Define title field #
Any field that has been created as a text field under ‘Fields’ can be defined as the title field. If only one text field was previously inserted, it is automatically preselected as the title field and cannot be changed. If no text field was previously inserted, there will not be a title field on the main page of the subsequent app.
Define layout #
In this step, the layout of the subsequent app is defined. You can choose from three different views: Table, List and Board. If the check box ‘Show description above the entries?’ is activated, the description that was previously defined in the ‘Basic app info’ tab is displayed above the entries on the main page of the app.
Table #
The ‘Table’ layout is preselected by default for every app creation and allows the app to be displayed in a classic table with various lines and columns.
List #
If the ‘List’ layout has been selected, further information on displaying the app as a list app appears below the layout configuration: ‘Teasers in list view’.
In addition to the standard fields (teaser headline and teaser image), you can define additional fields to be included in the teaser view. All options shown on the right under ‘Available fields’ can be selected.
This list includes the four standard fields
- created_at
- updated_at
- author
- last_author
as well as all fields that were previously added to the app.
Note: It is important that the relevant system name is entered here. This can be viewed in the ‘Fields’ tab of the respective field in the right-hand column.
Common use cases
A list app can be useful, for example for creating an FAQ document. The app creator is particularly suitable here, as you can upload a generic image for each entry, for example a question mark, using your corporate design. Link your FAQ app in the network navigation, giving every user access to questions and answers on your network.
Other use cases for the list app include a compact database. Entries might include, for example, legal decisions, changes to legislation or other milestones affecting your sector. The list app helps to collect all relevant information, making it available to all users.
Board #
The board layout is suitable for creating a board with several columns in which the cards can be sorted. This can be used, for example, to create a project board with the columns ‘To do’, ‘In progress’ and ‘Done’.
The following fields can be displayed on the card, provided they have been added beforehand:
- Headline (first short text field)
- Image/Logo (first image field)
- Description (first increased field size)
- Number of attachments (first file field with optional multiple selection)
- Tags (first tag field)
- Selected user (first member field)
Only dropdown fields that are not multiple selection can be used as columns.
Common use cases
Pin board app
A pin board app can have many different use cases, such as:
- To-Do board: Columns could be labelled „To do“, „In progress“ and „Done“. This offers an easy way to visualise and sort tasks.
- Marketplace: Columns could be labelled „Offering“ and „Looking for”. This allows user to view the board, make proposals and respond to offers.
Define standard sorting #
By default, entries are sorted by ‘created on’. However, this can be changed as required. For example, the sort option ‘changed on’ as well as all added fields are also available for selection. The sort order can also be defined to allow you to choose between ‘ascending’ and ‘descending’ order.
Note: If the board layout has been selected, the standard sorting options are greyed out, as users can sort and order the cards directly in the view using drag & drop.
Define search and filter settings #
If either the list or table layout has been selected, a search bar is displayed above the app. If a term has been entered, it is searched for in the app.
By default, the glossary is disabled. However, this can be changed under ‘Field for glossary function’.
All fields that were previously added as text fields can be selected here. By selecting a text field, the glossary bar from A to Z appears in the app. Here you can choose between all entries (‘All’) and the respective letters.
When you click on a letter, the app displays all entries where the text field begins with the selected letter. For example, if the field in which the headline for the entries specified is set as the text field, clicking on the letter ‘S’ causes the glossary function to display all entries whose headline begins with ‘S’.
Note: The glossary function is not available if the board layout has been selected.
Text field in the app configuration settings
Selected text field as glossary entry
The dropdown field that was added under ‘Fields’ is automatically displayed as ‘Fields to use as filters’. If several dropdown fields have been defined there, these are now also available for selection for the filter function. To set a filter, click on the desired dropdown field. The filter with the specified dropdown field now appears in the app below the search bar. Click on ‘Filter’ to open it. You can then filter according to the options that have been configured for the dropdown field.
Note: The filter function is not available if the board layout has been selected.
Das Auswahlfeld und dessen Filteroptionen in der App-Konfiguration
Die Filterfunktion mit ihren Filteroptionen in der App
Detail pages #
The fourth tab is used to configure the layout of the detail pages or cards. You can choose between the options ‘Use automatic layout’ and ‘Use custom layout’.
Use automatic layout #
If you select the automatic layout, the fields are listed in the order in which they were defined under ‘Fields’.
Die Feldreihenfolge in der App-Konfiguration
Feldreihenfolge in der fertigen App
Use custom layout #
If you want to use a custom layout, this must first be created. Click on ‘+Tab’ to open a new tab. Enter the name of your custom layout under ‘Tab name’. It is possible to create several tabs with different layouts. Below is a selection of six different column layouts.
Configuring the view is similar to managing the fields: To arrange the fields on the detail page, they can be moved from the left-hand column to the centre and thus to the desired position using drag & drop. All fields defined in the ‘Fields’ tab are available on the left. The order of the different fields can be changed by using drag & drop to move them in the desired order.
If a field has been added to the centre column, additional options appear on the right: the check box ‘Show field label?’ and the option Remove field from layout.
Editing pages #
The fifth tab allows you to design the editing pages in the same way as the detail pages. Here you can also choose between an automatic layout and a custom layout. You can also use previously configured layouts from the detail pages.
Use automatic layout #
If you select the automatic layout, the fields are listed in the order in which they were defined in the tab ‘Fields’.
Die Feldreihenfolge in der App-Konfiguration
Feldreihenfolge in der fertigen App
Use the layout from the detail pages #
If this option is selected, the same layout that was previously configured in the ‘Detail pages’ tab is used for the editing pages.
Use custom layout #
If you wish to use a custom layout for the editing pages, this must first be created. Click on ‘+Tab’ to open a new tab. Enter the name of your custom layout under ‘Tab name’. It is possible to create several tabs with different layouts. Below is a selection of six different column layouts.
Configuring the view is similar to managing the fields: To arrange the fields on the editing page, move them from the left-hand column to the centre and thus to the desired position using drag & drop. All fields defined in the ‘Fields’ tab are available on the left. The order of the different fields can be changed by using drag & drop to move them in the desired order.
If a field has been added to the centre column, additional options appear on the right: the check box ‘Show field label?’ and the option Remove field from layout.
Integrations #
The sixth and final tab is for managing integrations. There are two areas for this on the right: ‘Posts’ and ‘Email notifications’. Here you can specify whether app entries should also be used to generate posts automatically.
You can also configure the subject and text of email notifications here. Email notifications can be sent to a member when an entry has been assigned to them.
Manage posts #
As new entries in the app can also be posted to the stream, for example as a teaser for the app entry, you can configure the content of an entry preview in the feed here. The first short text field will automatically be used as the teaser headline. The first image field automatically becomes an image for the teaser.
Additional fields can also be displayed next to the image. This is possible by inserting a percentage sign (%) and the name of the field (system name) in curly brackets. All options shown on the right under ‘Available fields’ can be selected. This list includes the four standard fields
- created_at
- updated_at
- author
- last_author
as well as all fields that were previously added to the app.
Note: It is important that the relevant system name is entered here. This can be viewed in the ‘Fields’ tab of the respective field in the right-hand column.
If the checkbox ‘Also post this item to the stream’ is activated when creating an app entry, a post appears in the feed that provides information about the new app entry.
Manage email notifications #
Email notifications for app entries can be configured here. This is possible if a member field has previously been added under ‘Fields’ so that a member can be selected in the respective app entry. If an entry is saved in the app, the relevant members receive an email notification. Selecting yourself does not trigger an email.
You can customise the subject and text of the email notification as you wish. If nothing is specified, a standard text is used. All emails properly address the users by name and include all data from all fields in the entry as well as a direct deep link to the entry itself. Users can unsubscribe from these emails at any time via their notification settings.
Email notifications can be managed by clicking on ‘Add notification’: The fields that were previously added in ‘Fields’ as ‘Add as member’ are shown under ‘Triggering field for the notifications’. The ‘Trigger event’ option allows you to specify when an email should be sent. There are two options for this: ‘Assigned a user’ and ‘Removed an assigned user’.
Customised entries can be made under ‘Email subject’ and ‘Email text’. This is possible by inserting a percentage sign (%) and the name of the field (system name) in curly brackets. All options shown on the right under ‘Available fields’ can be selected. This list includes the four standard fields
- author
- last_author
- app_name
- actor_name (name of the person responsible)
as well as all fields that were previously added to the app.
Note: It is important that the relevant system name is entered here. This can be viewed in the ‘Fields’ tab of the respective field in the right-hand column.
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