Custom Fields Lookup Tables

Understanding Custom Fields Lookup Tables

Custom Fields Lookup Tables provide fields for users to complete. They can also populate specific data as a reference for an record type.

You assign the Custom Fields Lookup Table to a record type, and the Lookup data displays in the Custom Fields section for that record type. You can also create Lookup Tables for use with expressions. With Expression Builder, administrators can design Lookup Tables to populate data into other fields in the Custom Fields section of a record, add a new row to the end of a Custom Fields Lookup Table, or store new data in a Custom Fields Lookup Table.

To use the Custom Fields Lookup Tables feature, you must first create the Custom Fields group in Classic Administration.

After you set up a Custom Fields group, you can use it in multiple record types. See Creating a New Custom Fields Group or Subgroup.

Creating Custom Fields Lookup Tables

After you create a Custom Fields Lookup Table, you can apply it or its column data to a record via Expression Builder (Using Expression Builder). When creating an expression you can include criteria so the Lookup Table gets a new row added to it. For example, you can specify that if a field value for a Custom Field has the option “R2” selected, specific data will be added to the end of the Lookup Table.

You can also add data into a specific cell of a Lookup Table based on matching criteria. For example, if a user enters “R4” into the Zone field, then you can add a corresponding row of data to the Lookup Table.

To create a Custom Fields lookup table

1. Access the Custom Fields Lookup Tables portlet (Navigating to the Setup).
2. Click New.

   Civic Platform displays the Custom Fields Lookup Table Name detail portlet with Table Structure secondary tab.

3. Click the Record Type picker, next to the Lookup Table Name field.

   The Record Type navigation tree displays.

4. Use the (+) to expand the list and (-) to locate and select a record type to apply the lookup table name.

   Civic Platform displays the Column Name drop-down list. The Record Type field displays the record type selected.

5. Click New Column to add other columns to the Custom Fields Lookup Table. Do the following:
   1. From the New Column drop-down list, select the column name.

      See the Table 1.

   2. Enter a lookup table name in the Lookup Table Name field associated with the Custom Fields Group Code for that record type.
6. Click Submit.

   Civic Platform adds the new column to the Custom Fields Lookup Table list.

7. Repeat for each new column required for the table.
8. Click the Table Data tab to set up the content for the row cells within each column.
9. In the first field of the new row, add the text of other content as required.
10. Optionally, click New to add other rows to the Custom Fields Lookup Table.
11. Click Submit to save all modifications.

    The Table Data updates to the database successfully.

    Table 1. Custom Fields Lookup Tables Fields You Can Modify

    Column Name	An inactive new Column Name displays. Complete and submit the Lookup Table Name and Record Type fields. Then click Table Data and use the Record Type picker to select a Record Type to associate the column to.
    Lookup Table Name	In the Table Structure secondary tab: Add a new name for the table. Lookup Table Name is a required field.
    Record Type	In the Table Structure secondary tab: Click the record type using the Record Type picker. Use the plus sign (+) to expand and select the record type you want to apply the lookup table name to (record type is a required field). Then select the Column Name from the drop-down list. If the record type you select does not yet have a Custom Fields Group Code associated with it, go to Classic Administration > Application > Custom Fields and set up a Custom Fields Group. Then use the Custom Fields Form Layout Editor in Civic Platform to design the appearance and function of those Custom Fields for that record type.

Adding Custom Fields Lookup Table Rows and Columns

Use this page to specify the record type that contains the Custom Fields you want to add to a Custom Fields Lookup Table. Based on the record type, you select the column data you want to add to the table. Then use the Table Data to add rows and enter the appropriate values, data or numerical values for each row in each column.

You can to add one or more columns to the table.

To create a Custom Fields lookup table name and add columns and data

1. In the Custom Fields Lookup Table Name detail portlet, complete these fields:

   Lookup Table Name	Enter name to identify the table or its columns or functions.
   Record Type	Locate the record type to which you want to expose Custom List data. If the record type you select has no Custom Fields associated with it, you must use Classic Administration to set up a Custom Fields group code. Then use the Custom Fields Form Layout Editor in V360 Admin to design the appearance and function of the Custom Fields.

2. Click New Column to add additional columns to the Lookup Table. Specify the column name for the drop-down list. Repeat this step for each new column required for the table. Click Submit.

   Civic Platform updates the column data and the Lookup Table Name field and Record Type field become inactive. You cannot modify these fields.

3. Click the Table Data tab to set up the content for the row cells within each column.
4. Click New to add a new row to the Lookup Table.
5. In the first field of the new row, add the text of other content as required. This information populates for daily users to refer to as they process the record type.
6. Add additional rows and enter the data, text, or numerical values.
7. Click Submit to save all modifications.

   The Table Data updates to the database successfully.

Searching for a Custom Fields Lookup Table

To locate a Custom Fields Lookup table

1. Click Search.

   Civic Platform displays the Custom Fields Lookup Table search screen.

2. Enter the full name or the initial letters for the name in the Lookup Table Name field.
3. Click Submit.

   Civic Platform displays search results for you to choose from.

4. To return to the Custom Fields Lookup Tables portlet, click Search, clear the search fields, and then Click Submit.

Editing Custom Fields Lookup Table Data

Use the Custom Fields Lookup Table portlet to add data or delete data from a row in a Custom Fields Lookup Table.

To add data to or delete data from a row in a Custom Fields Lookup Table

1. From the Table Structure tab, mark the Column Name you need to add or remove data.
2. Click the Table Data tab.

   Civic Platform displays the column names and the current data for each row.

3. Do one of the following:
   1. To add a row, click New and enter the data for the new row. In the first field of the new row, add the text of other content as required. This information populates for daily users as they process the record type. This information displays in the Custom Fields section of the record type.
   2. To enter multiple row data, Click New Row.
   3. To delete a row, mark the check box next to the row to remove from the table and click Delete.

      Civic Platform deletes the record from the Table Data list

4. Click Submit.

   "Table Data Created Successfully" displays. Civic Platform saves the changes to the Custom Fields Lookup Table Name.