Lookups

This section explains how to manage lookups to add or change the options in specific drop-down lists across the system.

Overview

As an administrator you can create or modify options for lookup lists (also called drop-down lists, list boxes or picklists) such as categories. These are specific to your system and allow limited modification to the underlying database.

Mutli-level categories are also possible.

Not all lists in the system can be edited. Refer to the list of available lookup categories for those that are supported.

Editing existing lookups is generally not recommended as this can affect filters and reporting (results for the old values may still appear affecting totals). Instead, it is best to deactivate an existing lookup and add a new one in its place.

Expertise categories ... an example of lookup lists (including sub-lists) that can be modified with custom potions using Lookups

Multi-Level Categories

It is not currently possible to create category hierarchies, though parent and child categories (such as Expertise) can be set-up and configured by Help Desk.

For these types of records it is important that a parent category has at least one sub-category.

Subcategories must be prefixed by the parent with a forward slash.

Expertise Experience Subcategories Values prefixed with expertise-experience/ indicate to the system that they are subcategories

Access

To access the Lookups register you will need to sign in with the System Admin & Data Entry role.

You can find the Lookups register under System Administration > Lookups.

Viewing Lookups

Lookups are listed in and searchable via the register Datagrid. Viewing them in this datagrid may not make much sense and they are rarely if ever changed once created.

To view an existing Lookup:

  1. Navigate to the Lookups register datagrid.

  2. Locate the item you wish to view. The register includes additional filters for Workflow Status (Active/Inactive) and Region

  3. Open the item using the ID

  4. To return to the Datagrid use the Back button

View of a sample lookups register

Lookup Settings

General

Category is used to define the list that the item belongs to.

Value is what is stored in the database, so it typically contains no spaces and is all lower case. Use an underscore or dash as a substitute to spaces. For example, if the list is a selection of Accommodation types, the label might simply read: 'accommodation'.

Label is what users will see when they go to select the option from the list. For example, if the list is a selection of Accommodation types, the label might read: 'Temporary Accommodation'.

Workflow

Lookups have only two statuses: Active and Inactive. Active lookups are enabled for use. Inactive lookups cannot be selected as options by users. They can be reactivated and readded if needed.

Note that reports can still be generated on Inactive or modified lookup options. As such it is advisable to deactivate rather than change them as it can otherwise negatively affect reports.

Editing Lookups

Lookups can be edited from the datagrid.

  1. Navigate to the Lookups register

  2. Locate the Lookup you wish to edit by using the Edit button

  3. Make the necessary changes to the settings

  4. Save to save your changes

Adding Lookups

To add a Lookup:

  1. Use the New Item button for New Lookup

  2. Select a Category and enter a Value and Label for the Lookup

  3. Use the Save button

PreviousMap LayersNextList of supported lookups

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