Lookups - WebTMA 5

Lookup Types are used to categorize or group items to enhance search, sort, and reporting capabilities. The Type field is usually required in the associated record. Therefore, some types must be defined before setting up most records.

The Lookups window lists many of the tables that define the actions you can take and the selections made when you create a new record. The first table displays when the window opens. Scroll down the left pane to find the Type table you need and click the name.

Whether the Lookup table names include the word Type or not, they have a similar function to help you recognize and sort data.

The use of easily recognized categories specific to your organization is vital to setting up types. The tree list in the left pane identifies general types.

Type records must be established prior to setting up most records. The key to setting up Types is to use easily recognized categories specific to your organization.

An Active check box on the window allows the WebTMA System Administrator to hide Types that are no longer used. This maintains the integrity of the data while limiting the choices for future selections. Types that have the Active check box cleared do not appear in selection drop down lists, popup windows, and reports.

The names of types are sensitive to any custom text you selected in Admin > Text Management. If your WebTMA System Administrator has changed your nomenclature, it is reflected in the Lookups windows.

Required Types for Work Orders

Although each item in the Lookups window is discussed in this section, not all must be in place to create work orders. The following Lookups Types are typically needed in order to save a space-based work order:

  • Area Types
  • Building Types
  • Facility Types
  • Task Types
  • Time Types
  • Work Order Types

These are based on the application defaults. If your WebTMA System Administrator has established additional requirements, the additional Types are needed as well.

How to Add Lookup Types

Path: Organization > Lookups

All Lookups windows are similar. Some have only a few Tabs, typically Identity, UDF, and Browse. Others have additional Tabs such as Costs, Repair Centers, and Tasks.

A Lookup record cannot be deleted once it is used in other records.

Establish types using the following general instructions.

  1. Open Organization > Lookups > [Your Selection] Type.
  2. Click Add Subtype on the WebTMA toolbar.
  3. Complete the required fields. Typically only the code and description are required.
  4. Click other Tabs on the window if present.
  5. Add optional information if desired. See How to Add Subtypes
  6. Click Save on the WebTMA toolbar.

See the next topic, Subtypes, for cautions about overuse.


Path: Organization > Lookups

Subtypes are another part of the table relationships you establish. They are used to categorize records throughout the system and can be used to filter records and generate reports. Not all types use subtypes.

NOTE: Subtypes are not required. Moreover, overuse of subtypes can be a hindrance to efficient operation of your system. If in doubt, do not select a subtype.

How to Add Subtypes

Path: Organization > Lookups > [Your Selection] Type

  1. Open the desired type.
  2. Click Edit on the WebTMA toolbar.
  3. Click the Add Subtype link on the Subtypes grid if present.
  4. Complete the popup window.
  5. Click the Save button on the popup window.
  6. Click Save on the WebTMA toolbar.

How to Edit Subtypes

Path: Organization > Lookups > [Your Selection] Type

  1. Open the desired type.
  2. Click Edit on the WebTMA toolbar.
  3. Click the pencil icon on the line item.
  4. Make changes to the popup window.
  5. Click the Save button on the popup window.
  6. Click Save on the WebTMA toolbar.

Lookups Repair Centers Tab

Path: Organization > Lookups > [Type] / Repair Center Tab

Many Type windows include a Repair Center Tab. Similar to other windows in WebTMA, at least one repair center must be added in order to save the record. WebTMA alerts you if you have not added a repair center.

Choose the Repair Centers in Add or Edit mode:

  1. Click the Add Repair Center link on the grid to open the Repair Center Entry
  2. Select the desired Repair Centers.
  3. (Optional) Click the Preferred check box of the repair center that usually performs work for this Type.
  4. Click the Save button on the window.

By specifying a repair center, the use of a Type is limited to records that match one of the repair centers selected for it.

If you have a particular item and its use should be restricted to members of a specific repair center, add that repair center and no others. Only users that are associated with the listed repair center(s) can see the Lookup Type in selection lists in WebTMA.

If the item is used by all repair centers, check the empty box on the heading line to mark all check boxes and then click the Save button on the Repair Center Entry window.

Lookup UDF Tabs

Path: Organization > Lookups > [Type] / UDF Tab

The UDF Tab on most Lookups Types windows is used to establish labels that will appear on related records that use the Type. These are used to add information your organization may need that is not already set up as a field. The text you type becomes the field label for the associated records. Once set up in the Lookups table, these field labels are found on the User-defined Tab of the selected records.

For example, you can add a label of Color to a 30 Char Label field in Lookups, and the UDF Tab for any record that uses this Type will reflect the label.

Type the labels you need for the following:

Date Label – accepts a value in date format.

Bool Label – (Boolean) accepts Yes or No.

Int Label – (Integer) accepts numerals with 0 decimal points.

2dp or 4dp Label – accepts numerals with 2 or 4 decimal points (DP).

30 Char, 60 Char, 1000 Char – accepts alphanumeric characters (30, 60, or 1000 characters).

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