Activity data upload files can contain information for multiple locations and inventory.  Where this is the case, it may be necessary to map incoming data to the correct location(s) and/or inventory item(s). 

Look-up lists are used to create this mapping and when specified in the data configuration, ensure information in data file can be read correctly.

To find the Look-up list page, on the menu bar select Data Collection > Look-up lists

Table of Contents

Creating a Look-up List

  1. Go to Data Collection > Look-up Lists

  2. Go to the top right-hand corner of the Look-up Lists grid and select the Add a new look-up list... button
    This will prompt a blank space at the top of the Look-up list grid to appear

  3. Enter a Look-up List Name and Description in the appropriate boxes and select Insert
    The new look-up list created will now appear in the Look-up Lists grid

  4. To edit the name or description of a look-up list, click the Edit button next to the look-up list name in the grid

  5. Configure and name the Look-up list columns to create the column names that will appear on the data configuration page.
    The steps to do this can be found below:

    • Find the Look-up list you wish to add columns to and select the Columns button.
    • Select Add a new look-up list column at the bottom of the columns grid
    • Enter the desired name and click Insert.

  6. Add look-up list rows, by either:
    • Using the bulk import functionality on the Bulk Import Page
      This is a quick option when there are lots of look-up list rows
    • Manually entering the items on the Edit Look-up List Items page
      This option is best used when there aren't many entries that need to be made

      Lookup list Grid

Good to know:

  • You can use up to 3 columns for the data configuration.
  • Columns 1 and 2 usually match to column locations in the data file, i.e., XLSX Inventory (cell G1), XLSX Location (cell B1).  In most instances only column 1 is used.
  • The last column is matched to the relevant field in the system, i.e., ESP Location, ESP Inventory.
  • The column names should be descriptive, i.e., Inventory Name, Location Name, Inventory identifier etc.,
  • Column names can be edited by clicking on the columns button in the Look-up Lists grid and selecting Edit next to the column name in the columns grid

Configuring Rows

Row content order

When setting up your look-up list contents, it is important to add the data in the same order you created the columns in.
E.g., If column 1 is 'Asset' and column 2 is 'ESP Location' the look-up list content should be 'Asset|ESP Location'.

Bulk import

  1. On the Look-up Lists grid next to the list you want to add rows to, select the Bulk import rows button.
  2. Copy the look up list rows in the following format:
    Inventory|asset name|ESP Inventory
    Between each column , a '|' seperator is used to separate the items. Be careful not to add any spaces that are not in the file content.
  3. Paste the above into the Paste your data here box on the page
  4. Select replace or be appended to in the These imported rows will [replace/be appended to] the existing items option.
  5. Click Import.
  6. A Done message will appear at the bottom of the page if the import was successful.

7. To check, go to the look-up list grid select Edit rows next to the list the user wants to view. 
You should see the updates created from the above steps against the look-up list.

Good to know:

  • It is best practice to create look-up list rows in Microsoft Excel, then copy and paste these into the Paste your data here box instead of adding rows directly into the box.
  • You can freeform type into the box if you wish.
  • Please be warned, selecting Replace in the These imported rows will [replace/be appended to] the existing items will replace all other items that exist in the look-up list you are updating.

Editing and deleting

To view or edit the rows in a look-up list:

  1. Navigate to the Look-up Lists grid
  2. Select the Edit rows button next to the list you want to view.
  3. View the Edit Items page as displayed below.
  4. Create new rows by selecting the Add new row button located at the base of the grid and enter the new values.
    • Click the tick button to save the entry.
  5. Edit existing rows by selecting the Edit button
    • Update as needed and select the Update button to save.
  6. Delete existing rows by selecting the Delete button adjacent to the row to be removed.

Deleting Look-up Lists

To delete a look-up list:

  1. Go to the Look-up Lists grid.
  2. Select the Delete button adjacent to the list you want to delete.

Please note: This will permanently delete the look-up list including rows and columns.  It will impact any Data Configurations using that look-up list and will usually result in an error when uploading a data file.