General

Click on the Add button to open a screen to configure a new record.

Complete the following steps to add a new record:

1. Click on the Add button in the left pane. The corresponding New Record screen is displayed.

2. Enter data in applicable fields. The fields with an asterisk are required and must be completed before the record can be saved.

   • Fields that require specific values display Field Look Up Values in the right pane. If there is no right pane, the List Selector icon is displayed to the right of a field to open a listing of valid values.

   • Fields that require specific standard response values, such as Yes/No, display a Drop-Down Menu arrow to open a list of valid options.

   • Fields that require date values display a calendar in the Field Look Up Values in the right pane. If there is no right pane, the Date Selector icon is displayed to open a calendar to select a date. Date values can also be typed in.

3. If there are Indicator and/or Parameter tabs, these must be configured as well. Default values are displayed for all indicator settings (and selected parameter settings), but may be changed for this record. For more information on indicator and parameter settings, see Configuration > System > Indicators and Parameters. See also the Rules and Parameters Specification documentation.

4. Depending on the screen being set up, there may also be additional Section buttons in the left pane. Click on the buttons to open and configure those additional screens.

5. When all screens have been completed, click on the Save button to save the new record values.

   Note  

   For more information and screen prints, see Adding a New Record.

The Advanced button loads the expanded search criteria mode with additional fields for locating a record. When the Basic search mode is loaded, the button shows as Advanced. When the Advanced search mode is loaded, the button shows as Basic.

The Audits button in the left pane opens a screen to view changes to records in the open page. The audit trail displays information on additions, edits and deletions, including the date and time the change was made, the type of change (inserted, updated, deleted), the description of the change, the name of the person making the change, and the original and new values.

The audit records can be grouped and sorted by one of the following options: application, audit date, audit description, classification, or who modified. To change the sort, click the drop down arrow near the Group By field in the Audit List Actions to open the record, then select the grouping from the list.

Group by Application

Groups the audit records by the application where the changes were made.

Group by Audit Date

Groups all the audits by the date when changes were made.

Group by Audit Description

Groups the audit report by the description of the edits that were made.

Group by Classification

Groups the audit records by whether the record was inserted, updated, or deleted.

Group by Who Modified

Groups the audit records by the user who made the updates.

The Delete or Delete Selected button is used to remove one or more records from a screen.

Complete the following steps:

1. If there are multiple records, click on the selection box to the left of each record that is to be deleted.

   Note  

   If this is a single record, there are no check boxes to select. Skip to step 3.

   A check mark is displayed in each selected box.

2. Click on the Delete Selected button for multiple records or the Delete button for a single record.

3. The system does a validation check to make sure the record is not linked to any other records. If it is, a warning message is generated and the record cannot be deleted.

4. If there are no children records, the record is deleted.

   Note  

   For more information, see Deleting a Record.

The Replace button opens a screen to update one or more field values for all the records selected in the search. This feature can be used to update multiple records with the same field information.

1. Using the Search page, search for all the records to be updated. Multiple searches can be conducted to build a results list.

2. Select the box to the left of each record to be updated.

3. Click on the Replace button in the left pane.

   A screen is displayed with all the fields as read only.

4. Select the box to the left of each field to be updated. The field is then enabled.

5. Enter the new information in the field.

6. Complete all tabs to be updated, including the Indicators and Parameters tabs, if applicable.

7. To reset all the values back to the previously saved values, click on the Reset button in the left pane.

   Note  

   Once the records have been saved, the values cannot be set back to the previous value using the Reset button. They can be changed by using the Replace feature.

8. Click on the Save button to save the changes.

9. All selected records are now updated, with the new information replacing the old information in the selected fields.

   Note  

   The system does not allow the user to use this feature to replace "key" identification fields. A Duplicate Key error message is generated. For example, because the "key" identification field for a Holiday record is the Code, the system does not allow a user to replace multiple holiday records with the same Code. The Code for each Holiday record must be unique.

   Note  

   For more information and screen prints, see the section in Record Management under Replacing Record Values.

The Replicate button copies all general, detail, indicator, and parameter attributes of an existing record, so the setup of a new record requires less time. The General screen opens so you can update general field values for the new record.

1. Using the Search page, search for a record to copy.

2. Click on the folder to the left of a record to open it.

3. In the Actions section in the left pane, click the Replicate button.

4. Update values on the General screen.

   Note  

   "Key" identification fields must be unique or a Duplicate Key error message is generated. For example, because the "key" identification field for a Holiday record is the Code, the system does not allow a user to replicate a holiday record with the same Code. The Code for each Holiday record must be unique.

5. Click the Save button.

6. Optional. Update tabs, including Indicators, Parameters, and Details, and click the Save button.

   All selected records are now updated, with the new information replacing the old information in the selected fields.