Setting up Lookup Field Pick Lists

After completing this lesson you should be able to:

- Add items to an existing lookup table

- Edit the order of the list and the visibility of the items

- Create and edit your own lookup table

Lookup tables contains all the values you see with in a dropdown list in the system. If used correctly, they can be a useful way to speed up data entry, enforce consistency and ensure accurate reporting. Some existing  system fields such as 'Source' for example already use lookup lists. Using this section you can edit existing values and create additional values for this dropdown. You can also create new lookup tables which can be connected to any new fields you have created. Lookup lists can also be shared amongst multiple user fields. For example, if two user fields require a lookup list of local towns, rather than create two lookup lists, you can create one called 'Towns' and share the list between both fields. This ensures that changes made to the 'Towns' lookup list will be reflected for both fields.

Another useful feature is the ability to limit which list items can be seen by sites. For example, it is not necessary for a site in London to see an item called 'Aberdeen Times' in the 'Newspaper' Lookup List . You can limit an item to:

  • All Sites - Every site in the site list will see the item.
  • Selected Site - The item will be seen by one site only.
  • Site Group - A collection of sites created in the Site Groups configuration area.

To edit an existing lookup table

Click the Layout (1) button on the Navigation Bar at the bottom of the screen.

Click on the Lookup Tables (2) Sidebar tab to view a list of the existing Lookup Tables.

From the File menu, select Lookups and then Edit Lookup Table. This will bring up the Edit Lookup Table dialog box.

The Actions toolbar contains a number of items that can be used to edit lookup items:

Add Item - Adds a new lookup item to the item list.

Edit Item - Select an item in the list and click this icon to edit the item.

Remove Item - This will remove the selected item from the list and will also remove the item from any records where it was already selected. Note: This could affect your data integrity and reporting.

Enable/Disable - This will set Active status of the lookup item to False. The item will remain on the list but will not be available for future selections in the WebClient. However previous selections will not be affected. Tip: It is recommended you disable an item rather than remove it from the list.

Move Up - Certain items in the lookup list are selected more frequently and so should be near the top of the list. Select the item and click the Move Up icon until it is in the desired position.

Move Down - Certain items in the lookup list are selected less frequently and so should be near the bottom of the list. Select the item and click the Move Down icon until it is in the desired position.

Continue editing the lookup items as desired and click OK to confirm. This will close the dialog and return you to the list view grid.

To create a new lookup table

From the File menu, select Lookups and then Add Lookup Table. This will bring up the Add Lookup Table dialog box.

Enter the Table Name (1) that will be seen in the selection list when you connect a lookup table to a user field, then enter more detailed information about the lookup in the Table Description field (2).

On the Actions toolbar, click the Add Item to bring up the Add New Lookup Item dialog box. Enter the Item Code and Item Description,then Click OK to add the item to the Item List.

Continue adding further lookup items as desired and click OK to confirm. This will close the dialog and return you to the grid list view.

Your new lookup Table should now be displayed in the list.

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