Customising Reference Data

Customising reference data is an important step when setting up ChilliDB as it controls what values appear in the 'Categorisation' field, as well as other fields, in various ChilliDB modules. For example, by being able to create your own reference data for Contact Categorisation, you can add options to this field so they are available when you create a new contact. Accessing Reference Data

  1. From the main menu, navigate to System>Reference Data > Create and Maintain

2. Select a table to maintain from the drop down menu, (e.g. Contact Categorisation) and then click on the Display button


Creating Reference Data

  1. Right click on the reference data and click Add New Item

2. Enter the Description 3. Enter the Description Help Text where required 4. Click on the Save button Example: This is how the changes appear after you create the reference data from table Contact Categorisation, e.g. (create data type ‘Australian Medical Centre’). Once you have created the reference data it will be visible when creating a contact


Note: You can create reference data down to three levels of classification depending on the corresponding module. For example, a user can create reference data to the ‘Sub Category’ level in ‘Contact Categorisation’


Viewing Reference Data 1. Right click on the reference data and click on View IteThe Details will be displayed in the right panel


Editing Reference Data

  1. Right click on the reference data and click on Maintain Item.

  2. The Details will be displayed in the right panel.

3. Update as required 4. Click on the Save button Deleting Reference Data

  1. Right click on the reference data and click on Delete

  2. The Details will be displayed in the right panel

3. Click on the Continue button Note: If the reference data (e.g. ‘Australian Medical Centre’) is being used, it can only be deleted if the user re-assigns the Contacts (e.g. ‘Our Staff). By clicking on ‘Continue’, the Contact record corresponding with ‘Australian Medical Centre’ is now transferred to ‘Our Staff, and ‘Australian Medical Centre’ is deleted.

Expired Items You are able to expire reference data. Expired reference data can no longer be used, but will not effect existing records using the expired reference data value

  1. Select the reference data (e.g. ‘Australian Medical Centre’).

  2. Select the Add New Item or the Maintain Item.

  3. Tick the Expired? Box.

  4. Click on the Save button.

The expired data cannot be seen in the ‘Reference Table Maintenance’ screen, unless the ‘Show Expired Items’ icon box is ticked

Note: After the reference data set to expired, the word ‘EXPIRED’ is added next to the data. You can unexpire reference data by deselecting the Expired? box, then clicking on the Save button.

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