Reference list overview
The Reference list is the place to find, create, and maintain reference records used in the user-facing data work. Use the list to identify a record, then open its detail surface to enter reference information or review its saved status and history.
| If you need to… | Go to |
|---|---|
| Find an existing reference record or start a new one | Find and open a reference |
| Understand the fields and record areas | Understand the reference record |
| Create a record or keep changes | Create or update a reference |
| Review status or modification history | Review a saved reference |
| Resolve a validation or save message | When validation or saving goes wrong |
| Maintain the choices used by the record | Reference category or Reference serial status |
Open the Reference list to view records. From the list, select Product to start a new record or select an existing row to open its details.
Before you start
Before you work with a reference record, make sure you can reach the list and have the information needed for the record. Access, subscription, permission, branch, saved-record state, and company configuration determine which fields and actions appear.
The Check-up area records status checks. Last Modifications lists changes made to the saved record.
Prerequisites
| Check | What must be in place |
|---|---|
| List access | The Reference list surface is available to your account. |
| Form access | The record detail has loaded and is not a subscription or not-found surface. |
| New record | You have permission to create a new record. |
| Existing record | The record has loaded with its reference-detail collection. |
| Saved-record actions | The record has an ID before Print, Check-up, or Last Modifications can appear. |
| Editing a status | The record is in the active Check-up area, you have edit permission, you are in the same branch, and no passed record ID limits the action. |
| Company configuration | Fields marked configurable are required only where your company configures them as required. |
| List layout | The list columns depend on the selected list layout, so work from the headers visible in your list. |
Find and open a reference
A reference record in this list is identified by the information in its visible row. Use the list to choose an existing record or to reach the new-record surface.
Prerequisites
- You can open the Reference list.
- For an existing record, you know which visible row to open.
Steps
-
Open
/reference-list/viewto display the Reference list. -
Identify the record from the headers visible in the list: Category, Job No., Model, Year of manufacturing, Delivery date, Warranty end date, and Manufacturer.
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Choose the action that matches your task.
If you need to… Select Open an existing record The row for that record Start a new reference record Product Export the list Export
The list also provides icon-only actions titled Refresh, Table Layout, and Settings. Use the title shown on the icon to choose the list action you need.
Result: The selected existing record opens for detail work, or the new-record surface opens. For a record surface, continue with Understand the reference record.
Understand the reference record
A reference record stores identifying, commercial, product, application, and status information for one reference entry. The new-record surface displays 16 labelled fields. Its required markers are shown on these fields:
| Required field | Required marker |
|---|---|
| Serial Number | Shown |
| Manufacturer | Shown |
| Vendor | Shown |
| Client | Shown |
| End User | Shown |
| Category | Shown |
| Area | Fields and rule |
|---|---|
| Identification | Serial Number is text and required. Manufacturer is a required selection. |
| Product details | Year of manufacturing is numeric. Product delivery date is a date. Warranty period is numeric and has a minimum of 0. Warranty end date is a date. |
| Parties | Vendor, Client, and End User are required selections. |
| Orders and market | Client Order No., Vendor Order No., Market Segment, and Country are configurable text fields. |
| Classification | Category is a required selection. Model name is a configurable text field. |
| Application | Application is a configurable text area. |
| Question controls | Configurable warranty unit, question answer, and question unit; units must be available for the question. |
| Check-up | Checked on is required and cannot be later than today. Status and Comment are required. |
| Print options | The print area contains printing and watermark options. |
The fields governed by company configuration are Year of manufacturing, Product delivery date, Warranty period, Warranty end date, Client Order No., Vendor Order No., Market Segment, Country, Model name, Application, and the question fields. Their required marker follows the configuration in use.
The saved-record surface can provide Print, Check-up, and Last Modifications. The Check-up area uses a grid with Status, Checked on, and Comment.
The Application field is a text area. The print area contains printing and watermark options.
Use these fields to complete the record, then continue with Create or update a reference.
Create or update a reference
Creating or updating a reference means entering the identifying and reference information, then committing it with the save action. Complete the required fields shown on your screen; optional configured fields are required only where your company configuration marks them required.
Prerequisites
- You have opened a new reference or an existing reference record.
- You have the reference information needed for the fields shown on the form.
Steps
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Enter the reference identifier in Serial Number.
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Select the manufacturer in Manufacturer.
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Complete the displayed product, party, order, market, classification, and application fields.
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Choose the save outcome you need.
If you need to… Select Keep the record open Save Save the record and leave the form Save and Close -
If an unsaved-changes confirmation opens, select Don't Save to leave without the changes.
The form validates the main reference data, the status data when a status is being added or edited,
and the print-option data when print options are being completed. A successful save can display
Your request was completed successfully.
Result: The reference remains on the form after Save, or the saved record leaves the form after Save and Close. Continue with Review a saved reference when you need to inspect the saved status or history.
Review a saved reference
Reviewing a saved reference means checking its printed representation, its recorded status checks, or the changes made to it over time.
Prerequisites
- The reference record has loaded and has an ID.
- For status changes, Check-up is active and the edit and branch conditions are satisfied.
- Last Modifications also requires the latest-modifications feature.
Steps
-
Select Print when the record has no unsaved changes and printing is allowed.
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Select Check-up to open the status area.
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In Check-up, complete the status form when it is available.
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Enter Checked on, Status, and Comment in the status form.
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Select the action you need.
If you need to… Select Save the status Save Open the modification history Last Modifications Open a history entry Registration
The status grid identifies each entry with Status, Checked on, and Comment. The history area also provides user and field filters; the action-type filter is not available on this surface.
The shared popups can also provide Cancel, Don't Save, No, Yes, and Ok, depending on the popup mode.
Result: The saved record shows the selected print, status, or modification-history surface, or the status is saved with Save. If an action or field differs from the main path, continue with Handle optional fields and access branches.
Handle optional fields and access branches
The reference surfaces change with company configuration, subscription, permissions, branch, and record state. Use the condition that applies to the action instead of treating every field or tab as available on every record.
| If you are trying to… | The required condition is… |
|---|---|
| See the list | The list is not behind the subscription-unavailable or not-found condition. |
| Start a record | The new-record permission allows Product. |
| Edit the detail fields | The detail collection has loaded and the form is available. |
| Use Print | The record has an ID, has no unsaved changes, and printing is allowed. |
| Open Check-up | The record has an ID. |
| Add a status | Check-up is active, the record has an ID, you can edit it, the branch condition is satisfied, and no passed ID restricts the action. |
| Edit a status | Check-up is active and an existing serial status is present. |
| See the question-unit selection | Question units are available for the question. |
| Use Last Modifications | The record has an ID and the latest-modifications feature is available. |
If the subscription does not include the list, the subscription-unavailable surface provides Back. The declared action-type filter is not available on this surface.
Fields marked configurable follow company setup. On the new-record surface, the current required markers are on Serial Number, Manufacturer, Vendor, Client, End User, and Category.
Result: The form, tabs, and actions on screen match the record state, your access, branch, and company configuration. If a save or validation message appears, continue with When validation or saving goes wrong.
When validation or saving goes wrong
Use the exact message on screen to choose the correction. The following messages belong to the Reference list and its record surfaces.
| What you see | What to do |
|---|---|
Your request was completed successfully | Continue from the saved-record result. |
An error occurred while processing your request | Review the fields and action conditions, then try the save action again. |
Serial you have entered already exist and belong to same manufacturer | Use a serial number that is not already associated with the same manufacturer. |
There is error in serial you have entered | Correct the serial number and submit the form again. |
Please enter the storage area and position for each product | Check each product's storage area and position, then continue. |
Forbidden characters detected. Please remove them and try again. | Remove the forbidden characters and repeat the action. |
The Warranty period value has a minimum of 0. Checked on cannot be later than today.
After correcting the entry, return to the relevant record step. When the record is saved, continue
with What to do next.
What to do next
After saving a reference, continue from the saved record when you need to review its status or history. The choices used by the record are maintained in related configuration surfaces.
| If you need to… | Go to |
|---|---|
| Maintain reference categories | Reference category |
| Maintain question units | Reference category question units |
| Maintain serial statuses | Reference serial status |
Result: You have either returned to the saved reference for review or identified the related configuration surface for the next maintenance task.
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