There are specific lookup code tables for each module.
Example: For example, the hydrant module includes a lookup table that includes categories for hydrant defects, hydrant classes, and hydrant main types.
Each code category has a valid list of codes used for the category. The code category is used in the area's data entry form. The field for selecting a valid code include a button attached (the button displays a calendar control for date fields). Most categories include user-defined lookup codes, meaning that you specify available codes for the category. Certain code categories contain defined lookup codes. These defined codes cannot be modified, although plus-one codes can be added and comments can be associated with fixed codes.
Information on lookup tables and lookup codes is available in Lookup Tables and Adding a Lookup Code.
There are three elements to each lookup code category: the group, code, and description. The code length varies from 1 to 11 characters, and identifies a specific code record. The description is a detailed description of the code. The group identifies the type of code, and allows codes of the same type to be grouped together. Codes do not have to be grouped, but using grouping codes can make it easier to find specific codes when there are many codes.
Note: Setting up the codes your department will use is a crucial setup task. The codes you enter will potentially save you time, but proper planning is essential because your rationale today may not be obvious to somebody else in the future.
It is important to consider how you will be using the lookup codes before you set them up. Work the codes out on paper before using them in the system. Your codes should be completely set up before any operational data is added, and once you have added the codes, access for modifying codes should be restricted. Codes can be added to and edited at any time. If the code has been used, you will not be able to delete it unless you remove the code from each record. The more planning you put into codes, the more likely the codes will save time during data entry. Be sure to look at the codes in the demodata to familiarize yourself with general code schemes.
Note: Review the printed User GuideSetup section chapters on lookups for more information about setting up lookup codes.
Code groups are used to group similar codes together. When the lookup table is displayed, only the group names are displayed, and the codes associated with each group are displayed by selecting the group.
Groups saves screen space, and finding specific codes is much easier if there are a lot of codes and the codes are grouped in a way that is understood by your department users. Grouping lookups can also optimize lookup code performance. Here are some criteria to guide your category-making decisions:
- If you have more than 50 codes, groups will save data entry time.
- Limit yourself to 50 groups, if possible.
- Select groups that will be understood by all users.
Certain codes have been specified by your state and cannot be modified. Plus-one codes allow you to modify these required codes for department use. Multiple plus-one codes can be added for a single required code, allowing your department to track the code more extensively than required by the state. When records containing your codes with plus-one codes are exported, the additional code details are stripped from the record, so the state can still accept the records.
If your state (as determined by the state entered in the System Options form) has defined lookup codes, these preset codes are available from the Lookup Tables form by pressing Options... then selecting Install Preset Code (specifics vary depending on table or lookup codes highlighted when Options... was pressed). If there are no state specific codes, the preset codes will point to your demodata.