Configuring Lookup Lists

Configuring Lookup Lists

Select the Lookups section to interact with the lookup lists configured in Incident Xpress. Lookup lists are used to offer pre-configured text selections from which users enter information into an incident. 

Figure: ADMINISTRATION screen - Lookups 

NOTE: When you sign up for Incident Xpress, you will be asked to select a vertical version. Each vertical version comes with a default set of Lookup values that are common for this vertical. These values can be edited, deleted or new ones added any time prior to a subscriber deploying the product in their organization. After deploying the product, if Lookup list descriptors are used in an incident, they cannot be deleted, just edited or deactivated. It is best to build your lookup lists carefully before Incident Xpress is deployed for general use.

There are two types of lookup lists, those with singular items and those with items that have a hierarchical relationship. The two lookup lists that have hierarchical parent/child structure are INCIDENT CLASS and LOCATION. 


Figure: ADMINISTRATION screen – Lookups – Location lookup type

The labels for these two lists can be edited by selecting the [LABEL SETTINGS] button. This will bring up a dialog box with the existing label names which can be edited.


Figure: ADMINISTRATION screen – Lookups – Location Update Labels

Every option and sub-option can contain one or more items to select from. INCIDENT CLASS allows up to four (4) level descriptors and LOCATION allows up to five (5).

To see an example, select the INCIDENT CLASS option in the "Lookup type" dropdown list. The CLASS options are separated into major areas of classification such as Accident, Environment, Security, etc. Each of these has child-options and each child can have other child options. A green arrow beside a descriptor indicates that it has a child option.
 
NOTE: Select the INCIDENT CLASS type, then select the Excel icon next to the [LABEL SETTINGS] button to export the lookup list settings to an excel file. This will allow you to view all the default Class, Category, Sub-Category and Types in an easy to understand way.

Task: Add a Child Lookup

When you add a child lookup to an existing lookup list, it creates a new item in that list. If you add a child lookup to an item, the item changes into a nested lookup list and the added child lookup becomes an item in the new nested list. 

Here are two examples of adding a child lookup. The first example demonstrates adding a child lookup to an existing lookup list. The second example shows adding a child lookup to an item, which turns the item into a new nested lookup list.

Example 1:
1. In the Lookups section of the Administration screen, select an existing top-level lookup from the "Lookup type" dropdown list. For this example, we'll use the LOCATION option.


Figure: ADMINISTRATION screen – Lookups – Location Lookup type

2. On the right side of the list, select the top [+] icon to add a child lookup to the LOCATION list.

Figure: ADMINISTRATION screen – Lookups – Add Location child lookup 

3. Type in the name of the new child lookup item. In this example, we'll type in a location called "Break Room."

4. Select the [OK] button to add the new child lookup to the LOCATION lookup list.

Figure: ADMINISTRATION screen – Lookups – Add Location child lookup

Example 2:
1. Decide which lookup item you want to change into a nested list. In this example, we'll use the "Administration" item in the LOCATION lookup.

2. Select the [+] icon to the right of Administration to add the new child lookup.

3. Type in the name of the new child lookup. In this example, we'll type in a location called "2nd Floor."


Figure: ADMINISTRATION screen – Lookups – Add Location child lookup

4. Select the [OK] button to finish adding the new child lookup to the Administration option.

Task: Edit, Disable or Delete a Child Lookup Item

To edit or disable a child lookup item, select the pencil icon beside it on the right side of the screen. To delete a child lookup item, select the trashcan icon beside it on the right side of the screen.

NOTE: A child lookup cannot be deleted if it has been used in an incident record saved in the system. An attempt to delete will produce an error message directing you to deactivate it instead, and it will appear as crossed out.


Figure: ADMINISTRATION screen – Lookups – Deleting a lookup

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