Managing Lists

Use the Lists page to maintain the values for fields that require selection from predefined options (such as drop-down lists, trees and check box fields). Permissions required to access this page: Access Admin Tab and Manage Lists.

To open the page, choose Admin > Configure > Lists.

Lists

If your implementation has more than one entity, the lists can be configured separately for each, but the same list may be used in multiple entities. The drop-down list at the top of the page determines which entity's lists are currently displayed.

Standard and Custom Lists

Standard lists are defined in every XFRACAS implementation; you can configure them to meet your particular needs.

You can also create and manage custom lists that are used with certain types of configurable detail fields. Custom lists will have names like "Incident Detail - Field Name" or "Action Detail - Field Name" by default.

Editing List Properties

Each list has the following properties. The name will be the same in all entities where the list is used; the display and sort-by properties, as well as the list options, may differ in each entity.

Name - the label that displays on the bar in the Lists page. This may not correspond to the name of the user interface field(s) where the list is used.
Display - determines whether the list will display codes, descriptions or a combination of both. For example, you could configure the list of currency types to display "USD," "US Dollars," "USD: US Dollars" or "US Dollars: USD."

Note: Reports and charts display only the description, regardless of which setting you choose. (See "Editing Option Properties.")

Sort By - determines whether the list will be sorted alphabetically or numerically, by code or description, in ascending or descending order. If you choose to sort numerically, make sure all options have a number in that field.

To save changes to the list's properties, click Save. To export the list's options to XML, click Export.

Adding, Editing or Deleting List Options

For each list, the table shows the options for the current entity. A check box in the last column indicates that the option will be selected by default for new records. A date in the last column indicates that the option is retired and will not be available to select for new records.

To add a new option, click Add, .

Tip: Some lists can have the options defined in more than one level (i.e., tree details). If an existing option is selected when you click Add, the new one will be added to the next level under that option. If an existing option is not selected, the new one will be added to the top level. After an option is created, you can edit its properties to change the "parent."

To edit an option, select it and click Edit, .
To delete or retire one or multiple options, select the option(s) and click Delete, . If an option has never been used, it will be deleted. If it has been used, it will be retired. This will maintain any data that has been captured.

Note: Retired list options will appear inside brackets in any records where they have been used — e.g., [Pending].

To add options that have been defined for this list in another entity, click More Issues. In the pop-up window, select another entity that has the same list. The left panel shows options that are not available in the current entity, if any. To add selected options to the current entity, move them into the center panel and then click Save.

Editing Option Properties

Each list option has the following properties:

Description - a text label that can be up to 200 characters.
Code - a number, or a shorter text label (e.g., abbreviation) that can be up to 40 characters.
Default - if selected, the option will be selected by default for new records.
Entities - shows the entities where the list is used. For the entities that are selected (highlighted with a gray background), this option will appear in the list in that entity.

When applicable, you may also be able to specify:

E-mail Address - applies for lists used by certain types of configurable detail fields. If your implementation is configured for e-mail notifications, the application can send an e-mail when the option is selected in a record.
Reciprocal - applies for the "Attachment - Record Association Type" list. It sets the options for the Relationship Type field in the Associated Files window. For example, if "Superseding" and "Superseded" are configured as reciprocal relationship types, users can create links between two XFRACAS records where one record is identified in the attachments table as "Superseding" and the other is identified as "Superseded."
Parent - applies when options can be defined in more than one level (e.g., tree details). As discussed above, the parent is set automatically when you add a new option. You can change the parent when editing the properties for an existing option.

Merging List Values

New in Version 2021, XFRACAS now allows you to merge values from one or more options in a lookup list into another option in the list. This is useful when your organization’s needs have changed or when you are working with imported data and need to consolidate fields.

The merge utility updates the list options and corresponding values in all entities where they are used — except in entities that you do not have permission to access based on your security settings.

Select the option(s) that you wish to merge, along with a destination option.
Click the Merge icon, , to open the Merge Values dialog.
Select a destination from the Merge to drop-down, which will be populated with the options you selected in step 1.
Click the Merge button.