# Reference list

## 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](#find-and-open-a-reference) |
| Understand the fields and record areas | [Understand the reference record](#understand-the-reference-record) |
| Create a record or keep changes | [Create or update a reference](#create-or-update-a-reference) |
| Review status or modification history | [Review a saved reference](#review-a-saved-reference) |
| Resolve a validation or save message | [When validation or saving goes wrong](#when-validation-or-saving-goes-wrong) |
| Maintain the choices used by the record | [Reference category](doc:configuration-reference-list-reference-category-view) or [Reference serial status](doc:configuration-reference-list-reference-serial-status-view) |

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

1. Open `/reference-list/view` to display the Reference list.
2. Identify the record from the headers visible in the list: **Category**, **Job No.**, Model,
    **Year of manufacturing**, **Delivery date**, **Warranty end date**, and
   **Manufacturer**.
3. 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.

![Identify a reference record from the eight visible list columns.](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/802ab14708b8d69e2af009aec4313800.png)

**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).

## 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.

![Enter the required serial number and review the first detail fields.](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/19baec845eb0248b13ad46bfa1fb9faf.png)

![Review the required Manufacturer selection on a new reference.](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/19baec845eb0248b13ad46bfa1fb9faf.png)

![Review the required Client selection on a new reference.](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/c58250321bce3dea32f3f94e2ef779d3.png)

![Review the required End User selection on a new reference.](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/c58250321bce3dea32f3f94e2ef779d3.png)

![Review the required Category selection on a new reference.](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/c58250321bce3dea32f3f94e2ef779d3.png)

![Review the Model name field on a new reference.](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/c58250321bce3dea32f3f94e2ef779d3.png)

![Locate the Application field and the surrounding reference fields.](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/c58250321bce3dea32f3f94e2ef779d3.png)

Use these fields to complete the record, then continue with [Create or update a reference](#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

1. Enter the reference identifier in **Serial Number**.
2. Select the manufacturer in **Manufacturer**.
3. Complete the displayed product, party, order, market, classification, and application fields.
4. 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** |

5. 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`.

![Save the reference while remaining on the record surface.](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/c58250321bce3dea32f3f94e2ef779d3.png)

![Save the reference and leave the record surface.](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/c58250321bce3dea32f3f94e2ef779d3.png)

**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](#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

1. Select **Print** when the record has no unsaved changes and printing is allowed.
2. Select **Check-up** to open the status area.
3. In **Check-up**, complete the status form when it is available.
4. Enter **Checked on**, **Status**, and **Comment** in the status form.
5. 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).

## 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).

## 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).

## 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](doc:configuration-reference-list-reference-category-view) |
| Maintain question units | [Reference category question units](doc:configuration-reference-list-reference-category-question-units-view) |
| Maintain serial statuses | [Reference serial status](doc:configuration-reference-list-reference-serial-status-view) |

**Result:** You have either returned to the saved reference for review or identified the related
configuration surface for the next maintenance task.