Value Sets are used throughout the system to display drop down list values for selection, these values can be changed to better suit your organisations local Contract descriptions and management processes.

Navigate to: Configuration > Configuration > Define Value Sets

Fig 1 - Value Sets

Each folder can contain relative field values, clicking on an arrow will open the folder and show each value currently available for selection.

These values can be added to, renamed or deleted by highlighting the value and clicking either the [Delete] or [Rename] buttons, new values can be created by using the [Add Child] button, these options are also available by using the right click of your mouse.

Hierarchy Value Sets

There are three fields within the solution that will allow you to create a hierarchy structure, Contract Type, Contract Category and Organisational Units.  By creating a hierarchy structure it enables you to accurately point to an exact match based upon your organisations structure or terminology  this can also aid in either generic or specific filtering and reporting.  

In the Example above your have Contract Type values of:

  • Customer
  • Other
  • Supplier

Within the Parent value of 'Customer' you have child records of:

  • Maintenance Service
  • Product
  • Professional service
  • Service
  • Subscription
  • Support Service
  • Warranty

This means that you can identify a Contract Type as 'Customer > Maintenance Service', by identifying the value this way it means that you can filter and report on the higher generic value of 'Customer' Contracts or your can be more specific and filter and report on the your specific 'Customer > Maintenance Service' Contracts.

To create hierarchical values you simply click on the value above and choose the option to [Add Child] or right click to 'Create New Value' your selected value will change into a Parent value and you can name your new Child record - there are no limits to how many parent and child values that you can create..

Fig 2 Adding a Child value

There are additional controls for each of these three fields to either allow or prevent a User from selecting a Parent value within a record, so for the above you might want to prevent your Users from selecting the generic value of 'Supplier' and force them to choose a relative Supplier > 'child value' from your structure.  The controls for each field are separate and are maintained in the Account Configuration screen. 

Custom Value Sets

To accurately capture relevant information for your organisation, instead of just using a free text field that could cause issues with typos then you can create your own Custom Value Set with a unique set of values to select from.  At the bottom of the Value Sets page there is a option of 'Custom Value Sets', here you can create you own list of values ready to be used when creating your own Custom Value Set field. 

Highlight the 'Custom Value Sets' option and either select [Add Child] or right click and select the 'Create new Value Set' option, this will create your new folder and then as before add Child values until you have created them all.  Once there are created they will be available for you select when creating a new Custom Value Set field, please refer to this article all about Creating Custom Fields.

Fig 3 - Custom Value Sets

Fig 4 - Custom Value Set field

TIP - You can create a Custom Value Set that has a hierarchy structure - create as detailed above

Editing and Deleting Custom Value Sets

If you have created a Custom Value Set field and placed it on a form and selected a value and then try to delete this value from the Value Set then the system will stop you.  An error message will appear detailing why the value cannot be deleted and also detail the records that are using the value.

Fig 5 - Deleting a value

You will need to first remove the value from any record that has that value selected i.e. select an alternative, either manually or by using the Bulk Update feature, once all records are updated then the value can be successfully deleted.

Defaults for Value Sets 

You may wish to set a default for a Value Set field, this is especially useful for 'Yes' 'No' values but can be applied to all the Value Sets in the screen, highlight the value you wish to set as a default and then right click - there will be an option to 'Set as Default', when selected the value will be displayed as such and the value will always default into the field.

Fig 6 - Setting a Default

If you wish to remove or choose an alternative value as the default, you can either right click on the default value and there will be an option to 'Unset Default Value' or select the new default value and right click, choose the 'Set as Default value' and the default setting will be removed from the old and applied to the new value.