Path: Organization Lookups
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 left panel displays when the window opens. You can enter text in the Filter List field at the top of the panel or scroll down to find the Type table you need and click the name.
Whether or not the Lookup table name includes the word 'Type', it has a similar function to help you recognize and sort data.
Lookups Details
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.
To reduce the size of the list, use the Filter List field at the top of the Types pane. Type a character string to more easily find the record.
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, flyout 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, additional Types may be needed.
Lookup Subtypes
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 Lookup Types
All Lookups windows are similar. Some have a few other Tabs, such as Cost and Repair Center.
A Lookup record cannot be deleted once it is used in other records; however, it can be made Inactive (clear the Active check box).
Establish types using the following general instructions.
- Open Organization > Lookups > [Your Selection] Type.
- Click Add on the WebTMA toolbar.
- Complete the required fields. Typically only the Code and Description are required.
- Click other Tabs on the window to add information if needed.
- (Optional) Add optional information if desired, such as Subtypes. See How to Add Subtypes.
- Click Save on the WebTMA toolbar.
How to Add Lookup Subtypes
- Open the desired Type record.
- Click Edit on the WebTMA toolbar.
- Click the Add Subtype link on the Subtypes grid if present.
- Complete the Subtype Entry flyout.
- Click Save on the flyout.
- Click Save on the WebTMA toolbar.
How to Edit Subtypes
- Open the desired Type.
- Click Edit on the WebTMA toolbar.
- Click the pencil icon on the line item.
- Make changes to the flyout.
- Click Save on the flyout.
- Click Save on the WebTMA toolbar.
How to Add Repair Centers to Lookups
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 mode:
- Click the Add Repair Center link on the grid to open the Repair Center Entry flyout.
- Select the desired Repair Centers.
- Click the Add Selected button on the flyout.
- Click Save on the WebTMA toolbar.
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 box on the heading line to mark all check boxes and then click the Add Selected button on the Repair Center Entry flyout.