System Fields

System fields ("System Value") in Tabidoo are special, read-only fields that automatically capture and store system-level metadata for each record. These fields are essential for tracking changes, authorship, and lifecycle events without manual user input.

They are added via the field type System Value, and allow you to choose the specific type of data that should be.

Use Cases

• Audit Trails: Know who created or last edited a record and when.
• Automation Triggers: Use system fields in workflows to automate based on authorship or timestamps.
• Debugging: Understand when and by whom records were modified.
• Compliance: Track document versioning and GDPR-compatible metadata.

Available Types of System Fields

1. Created date

Stores the exact timestamp when the record was first created.

Use case: To calculate how old a record is, or to filter recently added records.

Example output:

2025-07-30 14:26

2. Created by

Stores the user who originally created the record.

Use case: Assign ownership, track initial responsibility.

Example output:

john.smith@tabidoo.cloud

3. Last modification date

Tracks the timestamp of the last change to the record (any field).

Use case: Identify stale or recently updated records.

Example output:

2025-07-31 09:12

4. Author of last change

Stores the user who made the most recent update to the record.

Use case: Determine who last edited a value, useful for collaboration or audit tracking.

Example output:

john.smith@tabidoo.cloud

5. GDPR Hashed

Generates an irreversible hash value for identifying a record anonymously.

Use case: Ensures compliance with GDPR while preserving record uniqueness (e.g., for logging).

Example output:

xx6a1a0bce98240c12f41df9f8ea09xx

Note: Cannot be reversed back to original data.

6. Document version

Auto-incremented version number that updates every time the record is modified.

Use case: Track how many times a record has changed (versioning).

Example output:

6

Notes

• All system fields are read-only and populated by Tabidoo.
• They do not require user interaction or scripting.
• You can display these fields in forms, reports, or use them in workflows as conditions.

Summary

System fields in Tabidoo are crucial for tracking record lifecycle and enhancing auditability. Use them to understand the who/when/what of every data change, and leverage their values to build reliable, automated processes.