Customising reference data is an important step when setting up ChilliDB as it controls what values appear in the 'Categorisation' field, as well as other fields, in various ChilliDB modules. For example, by being able to create custom reference data for Contact Categorisation, users can add options to this field so they are available when creating a new contact.
Accessing Reference Data
From the main menu, navigate to the System main menu item, then select 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 the reference data ('Australian Medical Centre') has been created for Contact Categorisation. Once the reference data has been created, it will be visible as an option when creating a contact.
Users can create reference data down to three levels of classification depending on the corresponding module. For example, a user can create reference data to the ‘Sub Category’ level in ‘Contact Categorisation’.
Viewing Reference Data
1. 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 who fall under this category to another contact category in the system (e.g. ‘Our Staff'). By clicking on ‘Continue’, the contact records corresponding with ‘Australian Medical Centre’ is now transferred to ‘Our Staff', and ‘Australian Medical Centre’ is deleted.
Expired Items
Users are also 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. Users can unexpire reference data by deselecting the Expired? box, then clicking on
the 'Save' button. Once the reference data has been created, it will be visible as an option when creating a contact.