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 which will display a list of options.
Fig 2 - Right click options
If you have multiple values to add to a list you can enter them as a group by selecting the option of 'Import Values' here a pop text box will appear, add your values to the box each unique values should be on a new line (you can cut and paste from another sheet into this box), once entered press [Import] and all your values will appear in the list.
Fig 3 - Import Values
You can also delete multiple values assigned to a Value set by using the checkbox's next to each value. Select the values you wish to remove and click the [Delete] button.
Fig 4 - Deleting multiple values
If you delete a top level value is a hierarchy structure (see below) then all values below that level will also be deleted.
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 in Fig 1 you have Contract Type values of:
Within the Parent value of 'Customer' you have child records of:
- Maintenance Service
- Professional service
- Support Service
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 5 - 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.
Note: You cannot use the 'Import Values' option to load values that have a hierarchy value, i.e Supplier/Construction/Building Materials you must enter each level one by one and then add values to each value using this option if you wish.
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 6 - Custom Value Sets
Fig 7 - Custom Value Set field
TIP - You can create a Custom Value Set that has a hierarchy structure - create as detailed above
Editing and Deleting Values
If you have used a value on a record i.e. a specific Contract Type and then try to delete this value from the Value Set 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 8 - 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.
If you rename a value, then this updated name will appear on all records where it has been selected i.e. change a Contract Type value from 'Energy & Utilities' to 'Energy' any Contract record that has previously been assigned the Type of 'Energy & Utilities' will now show as 'Energy'.
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 9 - 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.