Configure Lookup Lists

Under Configuration ‣ General ‣ Lookup Lists, you can manage lookup lists and lookup list items using the Configuration - Lookup Lists dialog.

Lookup lists store information that is reused throughout the application, ensuring consistent and uniform data entry. They are used in asset information forms (see Configure Asset Information Groups), event forms (see Event) and global table forms (see Global Table). In these forms, lookup list fields appear as drop-down lists from which the user selects a value.

Lookup lists are particularly useful when you need to restrict a subjective assessment to a predefined set of values. For example, a lookup list is an effective way to ensure consistency when assigning a priority level. If you define lookup list items such as High, Medium and Low (with associated values of three, two and one respectively) in a lookup list called Priority, users are restricted to select values from a predefined priority schema.

The Configuration - Lookup Lists dialog is divided into two sections, each with its own grid and toolbar:

  • The upper section displays lookup lists. Its toolbar provides the standard grid options for managing lookup lists, including adding, editing and deleting records, managing connections, importing and exporting data and customising the grid layout. For more information, see Using the Grid.

    An additional Item Order toolbar option is also available here. This option applies to the currently selected lookup list and opens the Item Order dialog, where you can control the order in which that lookup list’s items appear in drop-down lists using the Move Up and Move Down toolbar buttons.

  • The lower section displays the lookup list items associated with the currently selected lookup list. Its toolbar provides the standard grid options for adding, editing and deleting lookup list items, as well as other common grid actions.

Create a Lookup List

To add a new lookup list, proceed as follows:

  1. Click the Add button at the top of the Configuration - Lookup Lists dialog.

  2. In the Add Lookup List dialog, enter a name for the lookup list and optionally assign it to a category. For more information, see Add/Edit Lookup List Dialog.

  3. Click OK to save the lookup list.

  4. Add items to the lookup list in either of the following ways:

    • Edit the lookup list and define items on the Items tab of the Edit Lookup List dialog. This tab is only visible after the lookup list has been saved.

    • Select the lookup list and click Add in the lower part of the Configuration - Lookup Lists dialog.

  5. In the Add Lookup List Item dialog, define the required parameters for each lookup list item. For more information, see Add/Edit Lookup List Item Dialog.

  6. Click OK to save the lookup list items.