# Reference categories

## Reference categories

Reference categories are configuration entries that appear in the reference list with the
questions associated with them. Use this screen when you need to review the category list or
maintain a category and its questions.

The screen is part of the shared reference-list configuration area. Open the **Reference list**
area from **Configuration**.

| If you need to… | Go to |
|---|---|
| Review the categories and questions already listed | [Find and review the reference-category list](#find-and-review-the-reference-category-list) |
| Understand which fields appear when you open the form | [Understand the fields and screen rules](#understand-the-fields-and-screen-rules) |
| Add or review a question entry | [Add or review categories and questions](#add-or-review-categories-and-questions) |
| Resolve a validation or permission-related problem | [When maintenance goes wrong](#when-maintenance-goes-wrong) |
| Continue with category question units | Reference category question units |
| Continue with serial-status configuration | [Reference serial status](doc:configuration-reference-list-reference-serial-status-view) |
| Review broader reference-list data | [Reference list data](doc:reference-list-data) |

## Before you start

Reference-list maintenance depends on the options your company has configured for this shared
screen and on the permissions available to your account.

**Prerequisites**

| Check | What to have ready |
|---|---|
| Access | Access to the configuration area and the reference-category route. |
| Editing | Permission that allows the edit control to appear for a row. |
| Subscription | A subscription state that includes the configuration surface. |
| Category information | The category to review and the category-question entries to maintain. |

The list appears when the subscription includes it. **New** appears when creation is enabled.
The edit and delete controls depend on your permissions.

The edit form opens only when the new/edit dialog is open and a selected item is available.

## Find and review the reference-category list

With access and category information ready, open the reference-category list before reviewing or
creating an entry.

**Prerequisites**

You have the access and category information described in [Before you start](#before-you-start).

**Steps**

1. Open the **Reference list** area from **Configuration**.
2. Read the **Name** and **Questions** columns.
3. Select **New** when you need to open the creation dialog.
4. Select **Export** when you need to open the export operation.

![Identify the **Name** and **Questions** columns and the **New**, **Refresh**, and **Settings** controls on the reference-category list.](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/4e0b19a4a6485e786ff0b02a411ad226.png)

**Result:** The reference-category list is on screen with the **Name** and **Questions** columns and
the visible **New**, **Refresh**, and **Settings** controls. Use the list to identify which fields
you need before opening the form.

## Understand the fields and screen rules

The list identifies each entry by **Name** and **Questions**; the form uses **Category** and
**Category questions** when those fields are included.

| Field or column | Type or display | Required | Where it appears |
|---|---|---|---|
| **Name** | Visible list column | — | The list. |
| **Questions** | Visible list column | — | The list. |
| **Category** | Searchable select box | Yes | The new/edit form when the configured column is visible in the form. |
| **Category questions** | Repeated question entry | Yes | The new/edit form when the category-question resource is selected. |
| **Question** | Text box for a repeated category-question entry | Yes | The repeated-entry form for the category-question resource. |

The list has no column headings or paging controls, and it does not provide filtering. The
**Category** and **Category questions** fields do not appear as list columns; they are available
in the form.

| When… | The screen does this |
|---|---|
| The field is configured to appear in the form | Includes that field in the form. |
| The edit form is open and a selected item is available | Shows the configured form fields. |
| The category-question resource is selected | Uses the category-question select and repeated question controls. |
| The configured field is required | Shows the required field rule for that field. |

The new-record view showed **Category** and **Category questions** with required markers and an
**OK** button. Use these field rules before opening the maintenance dialog.

## Add or review categories and questions

A category question is a question entry associated with a reference category. Use the dialog to
review the category field and maintain its repeated question entries.

**Prerequisites**

You are on the reference-category list and know which category information you need to review.

**Steps**

1. Select **New** to open the new-record dialog.
2. Review the required **Category** field.
3. Review the required **Category questions** field.
4. Select **Add more** to add another category-question entry.
5. Select the remove icon beside a repeated entry to remove that entry.
6. Select **OK** to use the dialog's available confirmation control.

![Review the required **Category** and **Category questions** controls and the **Add more** and **OK** controls in the dialog.](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/1f812f520ae1af9b81e64c12bd17ea63.png)

**Result:** The new-record dialog is on screen with **Category**, **Category questions**,
**Add more**, and **OK**. If the available fields or actions differ, use the list-specific rules
in the next section.

## Handle reference-list variations

This screen is shared by several reference lists, so the fields and actions change with the list
you open. Work from the labels and columns visible in the current list rather than assuming that
another reference list uses the same form.

The shared screen presents different fields for different reference lists:

| Reader need | The shared screen can show |
|---|---|
| Maintain category questions | **Category** and repeated question entries. |
| Maintain category question units | A category-question selection and unit entries. |
| Maintain rating types | Rating text and rating value controls. |
| Maintain currencies, banks, or bank accounts | The corresponding selection controls. |
| Maintain color markers | A color selection control. |
| Maintain survey questions or models | The corresponding survey selections. |
| Maintain cost and margin items or product withdrawal strategies | The corresponding configuration selections. |

The list and form also depend on subscription access, whether **New** is available, edit and delete
permissions, and the columns configured for the list.

## When maintenance goes wrong

Use the message text shown by the form or export dialog to choose the corrective action. The
following table names the message first and then the action to take.

| Message | What to do |
|---|---|
| `This Field Is Required` | Complete the required field before continuing. |
| `Just '_' '-' And '.' Characters Accepted` | Remove characters outside the accepted set from the affected text value. |
| `Forbidden characters detected. Please remove them and try again.` | Remove the forbidden characters and try again. |
| `{{col.caption}} is required` | Complete the text field identified by the displayed caption. |
| `Required` | Complete the repeated question field. |
| `Cancel` | Use the dialog's **Cancel** action to close the export modal. |
| `Export` | Use the export dialog's **Export** action to start the export operation. |

The delete menu includes the confirmation text `Are you sure you want to delete this item?` and a
`Delete` action when the delete permission allows that menu to appear.

**Result:** You have the exact messages and the corrective action associated with each message
that the form and dialogs provide.

## After maintaining reference categories

After reviewing categories, continue in the shared reference-list configuration area when your
work concerns related reference data.

| If you need to… | Go to |
|---|---|
| Maintain category questions and units | Reference category question units |
| Maintain serial statuses | [Reference serial status](doc:configuration-reference-list-reference-serial-status-view) |
| Review broader reference-list data | [Reference list data](doc:reference-list-data) |