Lookup Lists module

Also known as a Pick List or Authority List, a Lookup List is a list of the values that have either been used in, or are suggested for use in, a field. Rather than keying a value into the field, it is possible to pick a value from the Lookup List; the selected value will populate the field. Benefits of selecting a value from a Lookup List rather than keying a value directly into a field include:

  • Less typing.
  • Consistent spelling of values entered in fields.
  • Use of the correct (approved) terminology when running a search or editing a record, e.g. Sales Person not Salesman.

The Lookup Lists module holds the values used for all Lookup Lists in Vitalware. Each Lookup List value is a record in the Lookup Lists module and can be assigned specific properties. With the Lookup Lists module it is possible to search for, edit and add values to a Lookup List.

It is possible in the Lookup Lists module to link fields together in a logical, hierarchical relationship, e.g. City / State / Country, allowing for auto-completion of fields in the hierarchy and filtering of Lookup Lists.

Note: See Lookup List fields can be linked together: Hierarchies, auto fill and filtering of values for details.

Common uses of the Lookup Lists module are:

  • To correct a value that has been entered with an incorrect spelling or using the wrong case, e.g. all upper case instead of Title case.
  • To add values to a Lookup List, even before data corresponding to these values has been entered into the field. This allows users to select from a list of values when entering new records, ensuring that the data remains consistent across all records.

    For example, a list of positions could be pre-loaded into the Position: (Organization Details) Lookup List to ensure that all records use the same spelling and format when entering data into this field.

Note: As every institution is able to customize Vitalware to suit its requirements, there are many different versions of Vitalware. Even where institutions have the same modules, the tabs included in each instance of the module may be different; and even where institutions have tabs with the same name, the fields on those tabs may be different. For that reason this section only provides a general description of modules, tabs and fields.

Tab Description
Lookup 1

Records details about the properties of Lookup List values, including:

  • Name of Lookup List - the name is used to associate a set of Lookup List entries with a particular field in one or more Vitalware modules.
  • Properties, e.g. Persistent, Hidden
  • Level number of this value in a Lookup List hierarchy (see Hierarchies, auto fill and filtering of values for details).
  • Sort Order - by default, the entries in a Lookup List are displayed in alphabetic order. It is possible to display the entries in a user specified (i.e. customized) order. This value is used as the sort key for sorting the values in a Lookup List with customized ordering. The value may be numeric or alphabetic, in which case a numeric or alphabetic sort is applied respectively. (This functionality is not implemented by default in Vitalware - please contact Axiell Support for details).

Lookup 2

Further levels of the value in the hierarchy.

Lookup 3

Further levels of the value in the hierarchy.

Notes

See Notes tab for details.

Multimedia

See Multimedia tab for details.

Security

See Security tab for details.

Audit

See Audit tab for details.

Admin

See Admin tab for details.

Alongside the typical information recorded on an Admin tab, the Lookup Lists Admin tab records:

  • Used - indicates whether the Lookup List entry is used anywhere within the system. If Yes, then at least one record in Vitalware uses the Lookup List entry's value.
  • Levels - the number of levels filled for the current record. If the current record was for a location: Australia>Victoria>Melbourne, it would have 3 Levels.