Overview

The Reference List provides a central workspace for reviewing and maintaining reference records, including their checking status, check date, reviewer, comments, and attached files. Sales representatives, account managers, project managers, purchasing officers, warehouse managers, and finance users can use it when a reference record must be selected, reviewed, documented, or printed.

Use the list view to find the relevant record and review its current status. Open the record screen when you need to select a related item, attach supporting files, or save your work.

Workflow

Open Data and select Reference List to display the available reference records.

reference list

Review the visible list information before opening a record. The list can show the record status, checked date, checked-by user, comment, and count.

Decision: Do you need to narrow the displayed records?

To use the current filter criteria, select Apply filter.
To work with the records currently displayed, continue without applying a filter.
To produce a printed output of the displayed information, select Print.

Note: The available screen does not define the filter criteria. Apply the filter only after the required criteria have been set in the interface.

Select the required reference record using Select..., then confirm the selection with Select.

Reference List
The selected record opens with the Contact tab first. Use this screen to maintain the available selection and attachment information.

Decision: Do you need to retain changes?
- Select Save to save the record and continue working on the same screen.
- Select Save and Close to save the record and close the screen.
- If an attachment is required, select Attach before saving.
Use Attach when supporting documentation must be retained with the reference record.

Attach the required file and verify that it appears in files[]. Save the record after adding the file.

Decision: Is the reference record complete?
- If further information or another file is required, remain on the record and continue updating it.
- If the record is complete, select Save and Close.
- If you must confirm an on-screen selection or dialog, use Ok where it is presented.
Return to the Reference List to review the saved record. Use Apply filter when you need to refresh the list based on the active filter, or select Print when a printed record list is required.

Contact

The Contact tab is the first tab on the reference record screen. It holds the record’s available selection and file information, including Select... and files[]. Use this tab to select the applicable item and to attach supporting documentation when required.

The available controls do not identify a button that moves a record into or out of this tab. Save changes with Save or complete the work with Save and Close.

Reference List

Reference List

The Reference List tab is the second tab on the record screen. Use it to review the reference-list information associated with the current record. The screen provides the same available selection and file controls, allowing you to maintain the selected information and associated attachments before saving.

No recorded workflow control specifies a transition into or out of this tab. Review the information shown, make the required updates, and use Save or Save and Close to retain the record.

Examples

A project manager needs to retain supporting documentation for a reference record related to a project-based sale.

The project manager opens Data > Reference List.
The project manager reviews the list and selects Apply filter to work with the currently configured filter criteria.
From the resulting list, the project manager uses Select... and confirms the required record with Select.
On the Contact tab, the project manager selects Attach and adds a supporting document, such as
```
project-reference-review.pdf
```
.
The project manager verifies that the document appears in files[].
The project manager selects Save to retain the attachment while reviewing the record.
After checking the Reference List tab, the project manager selects Save and Close to finish.
Back in the list, the project manager selects Print if a printed reference-list output is required for the job file.

Tips

Tip: Attach supporting files before closing the record so that the documentation remains with the selected reference record.

Tip: Use Save when you need to continue reviewing the tabs, and use Save and Close only when the record is complete.

Warning: Do not assume that Apply filter creates or changes filter criteria. It applies the criteria currently available on the screen.

Troubleshooting

Symptom	Likely cause	Fix
The required reference record is not visible.	The current list view may be filtered.	Review the active filter criteria and select Apply filter again.
The selected item is not retained on the record.	The record may not have been saved after selection.	Select the item using Select..., confirm with Select, then choose Save or Save and Close.
An attached document is not visible when the record is reopened.	The attachment may not have been saved with the record.	Use Attach, confirm the file appears in files[], and select Save before closing the record.
The reference list must be shared outside the system.	A printed output has not yet been generated.	Open the relevant list view and select Print.