Customising reference data is an important step when setting up ChilliDB as it controls what values appear in the dropdown lists such as the contact and organisation categorisation fields.
Accessing Reference Data
From the main menu, navigate to System>Reference Data > Create and Maintain
2. Select a table to maintain from the drop down menu, (e.g. Contact Categorisation) and then click on the Display button
Creating Reference Data
Right click on the reference data and click Add New Item
2. Enter the Description
3. Enter the Description Help Text where required
4. Click on the Save button
Example:
This is how the changes appear after you create the reference data from table Contact Categorisation, e.g. (create data type ‘Australian Medical Centre’). Once you have created the reference data it will be visible when creating a contact
Note:
You can create reference data down to three levels of classification depending on the corresponding table. For example, a user can create reference to the ‘Sub Category’ level in ‘Contact Categorisation’
Viewing Reference Data
Right click on the reference data and click on View Item
The Details will be displayed in the right panel
Editing Reference Data
Right click on the reference data and click on Maintain Item.
The Details will be displayed in the right panel.
3. Update as required
4. Click on the Save button
Deleting Reference Data
Right click on the reference data and click on Delete
The Details will be displayed in the right panel
3. Click on the Continue button
Note: If the reference data (e.g. ‘Australian Medical Centre’) is being used, it can only be deleted if the user re-assigns the Contacts (e.g. ‘Our Staff). By clicking on ‘Continue’, the Contact record corresponding with ‘Australian Medical Centre’ is now transferred to ‘Our Staff, and ‘Australian Medical Centre’ is deleted.
Expired Items
You are able to expire reference data. Expired reference data can no longer be used, but will not effect existing records using the expired reference data value
Select the reference data (e.g. ‘Australian Medical Centre’).
Select the Add New Item or the Maintain Item.
Tick the Expired? Box.
Click on the Save button.
The expired data cannot be seen in the ‘Reference Table Maintenance’ screen, unless the ‘Show Expired Items’ icon box is ticked
Note:
After the reference data set to expired, the word ‘EXPIRED’ is added next to the
data. You can unexpire reference data by deselecting the Expired? box, then clicking on
the Save button.
