Lookups

Some fields have a control to the right of them that allow you to look up an appropriate value to enter. This is done to ensure data consistency. When you use a lookup, you can query the data stored for a module other than the one you are working in. For example, when entering a work order, a lookup can be used to select the appropriate procedure for the work order from the Procedures module. Some lookups allows you to make multiple selections such as when you are adding parts to a work order.

To open a lookup, click the button to the right of the field. A lookup window, similar to the following, opens allowing you to locate and select a value.

All of the values you can choose from are displayed in the large pane on the right side of the window. If more values than can be displayed on one page are returned, the page control at the bottom allows you to navigate to another page.

Filter the Results

The window contains the following controls to help you filter your results and locate the appropriate value.

Search Criteria: In the top left corner are a set of criteria that allow you to narrow your results. When you select values, the results displayed narrow according to the criteria you select. All lookups contain Search By and Search Value criteria. Some lookups contain additional criteria such as Repair Center or Library as appropriate.
Favorites: Next to the search criteria is a button that lets you narrow your results to only those values that have been saved as favorites.
Categories: On the left side of the lookup are one or more categories that you can filter your results by. For example, if you were selecting a work order problem, you could narrow your results to certain problem types, like failure reasons, and/or categories like carpentry or janitorial.

If you are using a lookup to select an asset, the category pane contains the asset hierarchy. You can locate the appropriate asset by expanding or contracting nodes in the hierarchy. As nodes are selected in the left pane, the records belonging to that node are displayed in the results on the right. Only assets or locations that are direct children of the selected node are displayed, unless you select the All Levels check box.
Alpha Filter: Above the results are a set of alphabetic tabs allowing you to search for values starting with a particular letter. For example, you could narrow your results to all procedures that start with the letter D.

Once you locate the value you want, select it and click Apply to place it in the field.

Select Multiple Values

If you can select multiple values, such as when you are adding parts to a work order, an additional field appears at the bottom of the lookup where you can accumulate the values you want to select.

When you find a value you want to include, click it and then select the Apply button in the dialog box that opens to add it to your list of selections. The following tools are available to help you refine your selections:

Select All: Click this link to add all of the values in the results list to the My Selections panel.
Paging: Select this check box if you want to add all items on all pages of results to the My Selections panel.
: Click this button to remove a record from the My Selections panel.

Once your selection list contains the items you want to add, click Apply.

Add Values

If you have the appropriate permissions, you can add a value if the lookup does not return the value you want.

Click New.

A window opens allowing you to define all of the required details for the value you want to add. You can create the new record, exactly as you would if you had accessed this feature directly from the module.
When you have finished entering all of the required fields, click the Save button in the toolbar.
Close the date entry window.

The lookup is again displayed with the new record highlighted in the result list.
To select the new value, click Apply.

View and Edit Values

Occasionally, you may have trouble deciding between similar values without more information. In that case, you can view more details about a record. If you have the appropriate permissions, you can also edit the record once it is displayed.

Select the record and click the View button.

A new window opens containing all of the detailed information you would see if you opened the record in the module. You can click through any of the tabs to obtain more information.
Edit the record, if necessary and then click Save in the toolbar.
When you have finished viewing the record, close the window.

Right-click menu

You can right-click on a record in a module lookup to open a menu with the following options: