# Reference List

_Applications › Data › Reference list_

![Reference List](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/662ab66ce774a5b967caaf7e98660caa.png)
*Reference list — Data › Reference list*

## Overview

The Reference List provides a central view of reference records maintained in the Data application. Sales representatives, account managers, project managers, purchasing officers, warehouse managers, and finance users can use it to locate and review reference information without changing the underlying business workflow. Use this page when you need to work with contact or product reference records, search the list, select records, adjust the displayed layout, or export the currently available list.

## Settings

Before working with reference records, choose a layout that presents the information you need. The screen provides layout controls for using the standard view, creating a saved layout, updating the current layout, and removing a layout that is no longer required.

| Setting or control | Purpose |
|---|---|
| **Layout name** | Identifies the current layout. |
| **Standard Layout** | Uses the standard available layout. |
| **Add Layout** | Starts creation of an additional layout. |
| **Save** | Saves the layout being created or edited. |
| **Update Current** | Updates the active layout. |
| **Delete Current** | Removes the active layout. |
| **Cancel** | Cancels the current layout action. |
| **Columns Chooser** | Opens the column-selection control for the list. |
| **icn icn-settings** | Opens the available settings control. |
| **files[]** | Provides the available files field. |

> **Note:** Use a clearly identifiable **Layout name** before saving a layout so that other users can distinguish it from the **Standard Layout**.

### Create or maintain a layout

1. Open **Data** > **Reference list**.

   ![Reference list](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/c56577ebb1029e10a9774741f4ad47d6.png)
*Reference list — Data › Reference list*

2. Decide whether the standard display is sufficient:
   - To use the supplied display, select **Standard Layout**.
   - To create a different display, select **Add Layout**, enter a value in **Layout name**, and select **Save**.
   - To stop creating or editing the layout, select **Cancel**.

3. Adjust the information shown in the active layout by selecting **Columns Chooser**. Use **icn icn-settings** when you need the available settings options for the list. When your changes are complete, select **Update Current** to retain changes to the active layout.

4. When an existing layout is no longer required, select **Delete Current**. The separate **Delete** action is also available on the screen for the applicable current selection.

> **Warning:** Deleting the current layout removes that layout from use. Review the active **Layout name** before selecting **Delete Current**.

## Workflow

### Find and review reference records

1. Open **Data** > **Reference list** and choose the appropriate tab for the records you need to review.

   ![Reference list](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/fcddae66a02e1411187cc4f6c4ac9b42.png)
*Reference list — Data › Reference list*

2. Decide whether you need to browse the list or locate a specific record:
   - To browse, review the records displayed in the active tab.
   - To find a record, enter search criteria in **Search**. Use the displayed results to identify the required reference record.

3. Select the record or records needed for your current task by using **Select**. The screen provides the list view for review and selection; no record-status transition or approval action is available from the supplied controls.

### Decide whether to retain the displayed list or export it

4. After searching, selecting, or arranging the required reference information, decide whether you need an exported list:
   - If you only need to review the information on screen, keep the current list open.
   - If you need an output of the available list, select **Export**.

5. If the list display needs to be reused, save or update the applicable layout before leaving the page. Use **Save** for a new layout and **Update Current** for changes to the active layout.

> **Tip:** Apply your search and layout choices before using **Export** so that the list you export reflects the view you intended to use.

## Contacts

The **contacts** tab holds contact reference records in the Reference List. Use this tab when your work requires contact-related reference information rather than product-related records. You can use **Search** to locate records within the displayed list and **Select** to mark the relevant record or records for your work.

No action that moves records into or out of the **contacts** tab is provided in the available controls. This tab is therefore used as a reference view for locating and reviewing contact records.

## Products

The **products** tab holds product reference records. The visible reference-list columns include **Serial No.**, **Category**, **Job No.**, **Model**, **Year of manufacturing**, and **Delivery date**, allowing users to review identifying and job-related product information. This is useful when checking products associated with a job, including records that may support Warehouse, Purchasing, QC, PM, or Job Profitability activities.

Use **Search** to narrow the product records shown, then use **Select** to identify the required entry. No supplied control moves a record into or out of the **products** tab; the tab provides the product reference view only.

## Examples

A warehouse manager needs to review a product reference record associated with a job before continuing Warehouse work.

1. The manager opens **Data** > **Reference list**.

2. The manager selects the **products** tab because the required information is product-related.

3. In **Search**, the manager enters the known job number or serial number. The manager reviews the matching record using the available details, including **Serial No.**, **Category**, **Job No.**, **Model**, **Year of manufacturing**, and **Delivery date**.

4. The manager uses **Select** to identify the required product reference record.

5. Because the manager wants a reusable view containing the relevant columns, the manager selects **Columns Chooser**, makes the required display choices, and then selects **Update Current** to retain the current layout changes.

6. The manager selects **Export** when an exported version of the available product reference list is required for operational follow-up.

## Tips

> **Tip:** Use the **contacts** tab for contact reference records and the **products** tab for product reference records. Selecting the correct tab before searching reduces unnecessary results.

> **Note:** Use **Standard Layout** when a personal or task-specific layout is not required. Create a new layout with **Add Layout** only when the displayed columns need to be retained for future use.

## Troubleshooting

| Symptom | Likely cause | Fix |
|---|---|---|
| The required record is not visible. | The wrong tab is active or the current search criteria do not match the record. | Switch between **contacts** and **products**, then revise or clear the value in **Search**. |
| The list does not show the information needed for review. | The active layout does not include the required columns. | Select **Columns Chooser**, adjust the displayed columns, and select **Update Current** if the change should be retained. |
| A layout change was not retained. | The layout was changed but not saved or updated. | Select **Save** for a new layout, or select **Update Current** for the active layout. |
| The wrong layout is active. | A different saved layout is currently selected. | Select **Standard Layout** or choose the appropriate layout before reviewing or exporting the list. |

## Related pages

- [Data — Overview](doc:data-overview)
- [Accounts](doc:accounts-guide-2)
- [Data — Learning Path](doc:workflows-data)
- [Contacts](doc:contacts-guide)
- [Projects](doc:projects-guide-2)