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A validation list is a pre-defined list of possible entries, assigned to one or more fields. A list appears on the cataloguing screen either as a drop-down list if the field is single-entry, or a set of tick boxes for multiple entry fields.

This section allows you to define and maintain validation lists.

 

Note that Validation Lists should be created BEFORE defining fields in Field Maintenance.

 

This page describes:


To access Maintain Validation Lists, select System Management > Database Configuration > Maintain Validation Lists.

This takes you to the following page, which displays the existing validation lists:

 

The lists in the screen shot are predefined in the application.

Creating a new validation list

 

The best use for validation lists is for fields where there is likely to be a fairly static list of entries, with probably no more than 20 entries. For a greater number of entries, it may be better to create a thesaurus instead.

 

To create a new list:

  1. Click Add a new List in the Actions menu.
  2. The following screen appears:

     

  3. In the empty box under the header, enter the name for the validation list, and a description (optional).

     

    In most cases, it is a good idea to give the list the same name as the field with which it will be associated.

  4. Ignore the following fields, which are currently not in use: Parent, Record Type as Parent, Unique within Parent.
  5. You need to enter at least one entry for the list, then click Add Entry or press Return. Enter as many entries as you want at this stage: more can be added later.
  6. Decide how you want the validation list sorted by clicking on the relevant radio button: manually, alphabetically or numerically. This can be changed at any time after adding entries.
  7. Leave the Master Language unchanged unless you want to define entries in more than one language - see subsection below.
  8. When you have finished, click Save next to the validation list name.

This returns you to the table of validation lists, with the new list added. By default the new list is Enabled.

Multiple-language lists

By default, entries in the validation list are in the language defined as the default language for the application. However, you can also translate those entries into other languages which have been defined as active.

Editing a validation list

To edit a validation list:

  1. Click on the list to select it, then click Edit next to the list name.
  2. The same form opens up as for adding a new validation list.
  3. You can add more entries, edit or delete existing entries, or sort the list differently.

     

    Note that you cannot delete entries once there is data in the field(s) that the list is associated with.

  4. When you have finished, click Save next to the validation list name.

This returns you to the table of validation lists, with the new list added.

Deactivating a validation list

Deactivating a validation list hides it from use within the application, although the definition remains in existence, so that it can be re-activated at any time.

To deactivate a validation list:

  1. Click on the item to highlight it
  2. Click De-activate Selected List on the Actions menu

The tick disappears from the box next to the list.

Activating a validation list

To activate a validation list:

  1. Click on the list to highlight it
  2. Click Activate Selected List on the Actions menu

The box next to the list is then ticked.

Deleting a validation list

 

Note that you cannot delete a validation list once entries have been added to the field(s) it is associated with.

 

To delete a validation list:

  1. Click on the list to highlight it
  2. Click Delete Selected List on the Actions menu
  3. The following confirmation message appears:

     

  4. Click OK to continue with the deletion.

You will be returned to the list of validation lists, with the deleted validation list missing from the list.

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