Learning Paths › Reference List
This learning path is for users who maintain reference lists used across the business application. You will learn how to find existing reference lists, review and maintain individual records, and create new reference-list entries using the available Reference List screens.
Learning objectives
- By the end of this path you can locate and open an existing reference list.
- By the end of this path you can review a Reference-List record before making a maintenance decision.
- By the end of this path you can create a new reference-list entry.
- By the end of this path you can use the list and record views together to support ongoing reference-data maintenance.
- By the end of this path you can perform a structured periodic review of reference-list records.
Prerequisites
- Access to the Reference List app.
- Permission to view reference lists and Reference-List records.
- Permission to create and maintain reference-list records, if you will be adding or updating entries.
- Familiarity with the business terminology and reference data your organization uses.
Module 1: Find and understand reference-list records
Goal: Learn how to start with the list view and move to the record you need to evaluate.
Lesson 1.1: Locate the reference list for a maintenance request
When someone asks you to verify or maintain reference data, begin by opening the reference list. Use the list as your starting point to identify the relevant reference-list entry, then open its associated Reference List to inspect it in context.
Practice task: Open the reference list and navigate to a Reference List you would review for a request.
Lesson 1.2: Review a record before deciding what to do
Before creating a replacement or making a maintenance change, review the existing Reference List. Confirm that you are working with the intended record and use the record view as the source for your maintenance decision. Return to the reference list when you need to compare it with other entries.
Practice task: Open a Reference List, review it, and return to the reference list.
Module 2: Perform daily reference-data maintenance
Goal: Create new entries when the required reference data does not already exist.
Lesson 2.1: Determine whether a new entry is needed
A request for a new reference value should not automatically result in a new record. First check the reference list and review relevant Reference List entries. If the needed entry is not represented, proceed to the new-entry screen.
Practice task: Use the reference list to check whether an existing Reference List can meet a sample request.
Lesson 2.2: Create a new reference-list entry
When your review confirms that a required entry does not exist, start a new record from Reference List. Complete the new entry according to your organization’s reference-data standards, then use the Reference List to confirm the created record is the one you intended to add.
Practice task: Open Reference List and create a practice reference-list entry according to your organization’s standards.
Lesson 2.3: Verify newly maintained reference data
After adding an entry, return to the reference list to ensure it is available in the broader collection. Open the resulting Reference List for a final review, especially when the entry will be relied on by other business processes.
Practice task: After creating or selecting a record, verify it from both the reference list and the Reference List.
Module 3: Maintain quality through periodic review
Goal: Use a repeatable list-to-record workflow to keep reference data reliable over time.
Lesson 3.1: Conduct a focused reference-list review
For a periodic review, begin with the reference list and work through the records relevant to your review scope. Open each Reference List that needs closer examination rather than making decisions from the list alone.
Practice task: Choose a review scope and open several relevant entries from the reference list into their Reference List views.
Lesson 3.2: Resolve a gap identified during review
During review, you may find that a required reference entry is missing. Recheck the reference list to avoid creating a duplicate, then create the needed entry through Reference List. Finally, review the resulting Reference List.
Practice task: Simulate a missing-entry scenario: check the reference list, open Reference List, and verify the resulting record.
Lesson 3.3: Use a consistent maintenance workflow
Use the same sequence for routine and periodic work: start in the reference list, inspect the Reference List, and use Reference List only when a new entry is justified. This workflow helps ensure that decisions are based on existing reference data before new data is added.
Practice task: Describe and perform the list → record → new-entry verification workflow using the available Reference List screens.
Final assessment
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You receive a request to add a reference entry, but you are not sure whether it already exists. What screen should you use first, and what should you do next?
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You find a likely matching entry in the list but need to confirm it is the correct one before responding to the request. Which screen should you open, and why?
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Your review confirms that the requested reference entry does not exist. Which screen should you use to begin creating it, and what should you do after creation?
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During a periodic review, you need to inspect several entries in detail rather than rely on the list alone. What workflow should you follow?
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A colleague asks why you should check existing records before creating a new reference-list entry. What is the appropriate response and workflow?
Answers
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Start with the reference list, then open relevant Reference List entries to determine whether the requested entry already exists.
Why: Reviewing existing data helps establish whether a new entry is actually needed. -
Open the Reference List.
Why: The record view is where you review the individual entry before making a maintenance decision. -
Use Reference List, then confirm the result through the Reference List and reference list.
Why: Verification confirms that the intended entry was added and is available in the list. -
Start in the reference list, open each relevant Reference List, and repeat for the review scope.
Why: This combines broad list-level review with detailed record-level validation. -
Check the reference list, review possible matches in Reference List, and use Reference List only if no suitable entry exists.
Why: This reduces the risk of adding unnecessary or duplicate reference data.
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