RDLA Field Definitions - Faculty Resource

Field-by-field reference for the RDLA Faculty Resource object (Faculty_Resource__c): labels, API names, data types, how each field is populated, and picklist values.

Field-by-field reference for the RDLA Faculty Resource object (Faculty_Resource__c). Database record with the details of the specific database.

Part of the RDLA field definitions. For the step-by-step user guides, see Research Database Lifecycle - RDLA.

• Record type: Resource Database
• Relationships: Lookup to Account (vendor record)

Fields

Field / API Name	Type	Entry	Description	Picklist Values
Access Access__c	Picklist	User	How the database is accessed, whether through a server, vendor web portal, or other access.	CAC CCSS JCB Server Library Gateway Vendor Website WRDS
Access Approval Process Access_Approval_Process__c	Picklist	User	Indicates if access to the faculty resource requires explicit approval, is open to everyone, or has another type of approval needed.	Access Open to All Other Requires approval
Additional Contract Terms Additional_Contract_Terms__c	Text Area(255)	User	Additional contract terms for the database that are out of the ordinary.
Annual Cost Annual_Cost__c	Currency(16, 2)	User	Yearly cost of the database.
Annual Cost Notes Annual_Cost_Notes__c	Text(255)	User	Notes on the annual cost field. Limit 255 characters.
Begin Renewal Process Date Begin_Renewal_Process_Date__c	Date	User	The date to begin the contract renewal process. Triggers renewal notification process (on change or if this date is today).
Book Title Book_Title__c	Text(255)	User
College Areas College_Areas__c	Picklist (Multi-Select)	User	The college areas this database is used.	Accounting Applied Economics and Policy Finance Management & Organizations Marketing & Management Communication Not Assigned Operations, Technology & Information Management Real Estate Services Management Strategy & Business Economics
Company Company__c	Lookup(Account)	User	The protagonist company central to the case for Cases, the Vendor for databases.
Company Name Company_Name__c	Formula (Text)	Automatic	The related Account Name. Formula pulled from the vendor account name.
Contract Type Contract_Type__c	Picklist	User	The type of contract this database uses, including the way payments happen.	Auto-Renewal Canceled Expired Free Not Applicable Renewal
Contract Type Details Contract_Type_Details__c	Text Area(255)	User	Details to better define the contract type, including auto-renewal date, frequency, renewal efforts, etc.
Cost Share Cost_Share__c	Picklist	User	Indicates if the database is a cost share.	No Yes
Current Access Current_Access__c	Text Area(255)	User	Details regarding the current access for the database. Limit 255 characters.
Database Account Access Database_Account_Access__c	Picklist	User	The manner in which the database is accessed.	IT Managed Accounts Other Vendor Managed Accounts
Database Deadline Details Database_Deadline_Details__c	Text Area(255)	User	Details for the requested needed by date for the database.
Database Rejected Reason Database_Rejected_Reason__c	Long Text Area(32768)	User	Reason the database was not approved for use.
Database Size Database_Size__c	Text(255)	User	The size of the database, if housed on servers.
Database URL Database_URL__c	URL(255)	User	URL where the database is from where the faculty got the database.
Database User Groups Database_User_Groups__c	Picklist (Multi-Select)	User	Indicates which groups of users have access to the database.	Faculty Master's Students PhD Candidates Undergraduate Students
Detailed Description Detailed_Description__c	Long Text Area(32768)	User	Details of the research database and the data it contains.
Donated Donated__c	Checkbox	User	Indicates if the faculty resource was donated (not paid)
Expiration Date Expiration_Date__c	Date	User	Date the contract expires. Triggers expiration notification process (on change or if this date is 2 months from today)
Expiration Details Expiration_Details__c	Text(255)	User	Details related to the contract expiration for the database.
External ID External_ID__c	Text(255) (External ID) (Unique Case Insensitive)	User
Faculty Resource Name Name	Text(80)	User	The name of the database
Funding Sources Funding_Sources__c	Picklist (Multi-Select)	User	The sources that will be funding this database.	Donated Dyson Faculty Johnson Library-University Nolan Other SC Johnson College School Weill
Include on Intranet Include_on_Intranet__c	Checkbox	User	When this box is checked, the database will appear on the Intranet. Sole field that controls visibility of the database on the public list on the intranet.
Journal Name Journal_Name__c	Text(255)	User
Material Type Material_Type__c	Picklist	User	Type of material for this faculty resource.	CCC Other PPL Self
Need By Date Need_By_Date__c	Date	User	The date the database is needed by from the requestor.
Non-Renewal Deadline Non_Renewal_Deadline__c	Date	User	Date of the cancel / renew deadline - the deadline to give notice of non-renewal. Triggers non-renewal notification process (on change or if this date is 1 month from today)
Notes Notes__c	Long Text Area(32768)	User	Additional notes regarding the faculty resource that is not already noted.
Number of Allowed Licenses Number_of_Allowed_Licenses__c	Number(18, 0)	User	The number of licenses allowed in for the faculty resource.
Other Funding Notes Other_Funding_Notes__c	Long Text Area(32768)	User	Additional funding notes necessary for the database that is not included in the contract or fund source details.
Previous Database Names Previous_Database_Names__c	Long Text Area(32768)	User	Contains the previous database names (FKAs).
Publication Date Publication_Date__c	Date	User	Date when the case was published.
Publication Year Publication_Year__c	Text(255)	User
Record Type RecordTypeId	Record Type	Automatic	Research Database
Renewal Date Renewal_Date__c	Date	User	Date the contract renewal is due. Triggers renewal notification process (on change or if this date is 2 months from today).
Renewal Efforts Renewal_Efforts__c	Text(255)	User	What actions have been taken or information is known about the renewal process for this faculty resource?
Requested By Requested_By__c	Lookup(Contact)	Automatic	Contact that requested the faculty resource (used in sharing rules to share the faculty resource with their fast apps user so they can edit it). This is populated by the user in FastApps who requested the database. Also gives the requesting user access to the database record via sharing set.
Requested Database Requested_Database__c	Formula (Checkbox)	Automatic	When TRUE, means the database is still pending approval and is not available for use. Formula tied to the Status, only marked true when the status is New Database Request.
Research and Teaching Use? Research_and_Teaching_Use__c	Picklist	User	Indicates if the database is available for research and teaching purposes.	Research Only Research and Teaching Teaching Only
Research Goal/Objective Research_Goal_Objective__c	Long Text Area(32768)	User	What is the purpose of the research, or your research goal/objective?
Source Source__c	Picklist	User	Where does this faculty resource originate?	Harvard Business School Other
Start Date Start_Date__c	Date	User
Status Status__c	Picklist	Automatic, editable	The status of the faculty resource, for use in filtering.	Active-Available Archived Awaiting Dean Approval Cancelled-Available Complete - Need Approval Fully Funded In Progress Needs Follow-Up New Database Request Not Available Procurement Complete Rejected Under Review
Title Title__c	Text(255)	User
Update Frequency Update_Frequency__c	Picklist	User	The frequency the data in the database is updated.	Annually Daily Monthly Other Quarterly
Vendor Account ID Vendor_Account_ID__c	Text(255)	User	The account ID of the vendor for database purchase.
Vendor Contact Email Vendor_Contact_Email__c	Email	Automatic, editable	Email address for the vendor contact. Updates when the Vendor's contact changes.
Vendor Contact First Name Vendor_Contact_First_Name__c	Text(255)	User	First name of the vendor contact. Updates when the Vendor's contact changes.
Vendor Contact Last Name Vendor_Contact_Last_Name__c	Text(255)	User	Last name of the vendor contact. Updates when the Vendor's contact changes.
Vendor Contact Phone Vendor_Contact_Phone__c	Phone	Automatic, editable	Phone number for the vendor contact. Updates when the Vendor's contact changes.
Vendor Contact Title Vendor_Contact_Title__c	Text(255)	User	Title of the vendor contact. Updates when the Vendor's contact changes.
Vendor Name Vendor_Name__c	Text(255)	User	Name of the database vendor. 255 character limit. Used in database request form by non-Salesforce users. Used on the database request form. The process to review a new database request checks if the Vendor account already exists to preserve data quality.

Reading the field table

• Entry – User: typed or picked by a person. Automatic: set by Salesforce (a formula, a flow, or the system) and not editable. Automatic, editable: set automatically but can be changed by hand. Not editable: cannot be changed once the record exists.
• Notes in italics describe how the field is used in the RDLA process.
• Picklist values are the ones available on the RDLA record type.
• The standard Salesforce fields Record ID (Id), Created By, Created Date, Last Modified By, Last Modified Date and Owner are on every object and are not listed.