Lookups Overview - Configurations & Advanced Features

Lookups Overview - Configurations & Advanced Features

NEXGEN users are able to modify dropdown menus (lookups) for organization-specific needs and uses. To learn more about the Lookups module and how to adjust any dropdown options, please review the information below. Users that are unable to view the Lookups module must have the proper permissions enabled to make changes. Please reach out to your NEXGEN administrator and review the User Permissions article for more information.

Navigating to the Lookups Module

To open the Lookups module:
  1. Click the Settings icon  in the blue taskbar to the left of your screen.
  2. You will be taken to the Settings module. From there, click on the Setup tile .
  3. Click the Lookups tile  to navigate to the Lookups module.

General Lookup Settings

Inside the module, there are many different types of lookups you can edit, which you can view by using the tree on the left side of the screen. To locate a particular lookup click on the arrow next to the module name. Lookups for specific modules should be listed under the name of that module. (i.e. Work Order related lookups will be visible under the "Work Order" option.



Though lookups often differ from each other, in general, most lookup fields might include the following:

Option ID: The backend value for a status.
Option Value: The user-facing value for a status.
Color: The color representing a feature.
Sort Order: The order items will appear in a dropdown list. Lower items will appear higher on the dropdown list.
Active Checkbox: This shows whether the value is visible.
Action Bar: Used to add and export lookups.

How to Edit Lookups

Below are instructions on how to edit popular lookup types. While not all lookups capable of editing are explained in the sections below, users are encouraged to apply the steps below for the specific lookup they are changing.

Departments and Divisions

While NEXGEN clients vary in terms of organizational structure, NEXGEN standard fields follow the hierarchy below:


In NEXGEN, divisions sit under different departments, which are the highest in the hierarchy. While some users might find it helpful to try and align their organizational structure with NEXGEN's separation of departments and divisions, other users may find it to be more beneficial to create additional departments and divisions in NEXGEN that are not currently considered as separate groups within their organization. For example, if your organization has one group that handles a variety of work requests, system administrators might consider creating additional divisions for that specific department to separate the type of work they manage.

Adding a new Department or Division

To add a new department or division to your site, follow these steps:
  1. Navigate to the Lookups module.
  2. Ensure the left sidebar is visible by clicking the three lines  on the top left corner of your screen. Then, click the small arrow next to "Departments" to expand the Departments section.
  3. Click on "Department" in the expanded section to view all the existing departments and divisions for your site. 
  4. To add a new department or division, click the Add button  on the top right of the screen.
  5. In the line item that appears, enter a department name. If this new entry will be a division, also populate the "Parent Department" field with the name of the department the division will sit under. In the example shown below, the "Hazardous Waste" division will be listed under the "Garbage & Recycling" parent department.
  6. Make sure to check the "Active" checkbox to have your new department or division visible across youe site.
  7. Click the blue checkmark to save your options.

How to Edit an Existing Department or Division

  1. Navigate to the Lookups module and click the three line icon on the top left of the screen to make the tree visible.
  2. Using the left sidebar, expand the "Departments" module, then click on "Departments."
  3. Locate the department or division you would like to edit and click the dropdown arrow for that row.
  4. Click the edit button to edit, or the delete button to delete it. (Note: Users will only be allowed to delete if it is not associated with any existing records. If the department or division no longer exists but you want to maintain the historical data, you can mark it inactive instead.)
  5. Once you are finished with your edits, click the blue checkmark  to save your changes.

Priorities

You can manage existing priorities for work orders or service requests or create custom priorities from the Lookups module, as well.
  1. Navigate to the Lookups module and make the tree visible using the three line icon  on the top left.
  2. Expand "Work Order" or "Service Request" by clicking the arrow next to either label.
  3. Click "Priority." 
  4. Click the Add button to add a new priority.
  5. A pop up should appear. Here, you can fill in the Priority Text (visible on the UI) or the Priority Value (only visible in the database).
  6. Assign a sort order. (Note: Lower numbers will appear higher on the dropdown list.)
  7. Assign a color.
  8. Leave Active checked.
  9. Enter the number of hours for resolution time, if applicable.

Statuses

To manage existing statuses or create custom statuses for work orders or service requests:

  1. Navigate to the Lookups module and click the three line icon  on the top left of the screen to make the tree visible.
  2. Expand Work Order or Service Request.
  3. Click Status.
  4. On the popup that appears, click the Add button to add a new status.
  5. Fill in the Option ID (only visible in the database/backend).
  6. Fill in the Option Value (visible on the UI).
  7. Assign a sort order. (Note: Lower numbers will appear higher on the dropdown list.)

Service Request Types

Service request types are the issues that customers report. These can be general or can be tagged to departments or divisions. To edit service request types:
  1. Navigate to the Lookups module and click the three line icon  on the top left of the screen to make the tree visible.
  2. Expand Service Request using the tree on the left.
  3. Click "SR Type." To see the existing types tagged to a particular department or division, drill down to the specific department or division.
  4. Click the Add button  to add a new type.
  5. In the popup that appears, fill in the SR Type name and keep Active checked.
  6. Assign the Department dropdown menu to have SR type filtered by the Department field on a service request.
  7. Assign the Division dropdown menu to have SR type filtered by the Division field on a service request.
  8. Assign the Priority dropdown menu to have the priority field autofill based on SR type.
  9. Click the Save button to save your changes.

Work Order Tasks

A work order task is the maintenance activity being performed on a work order. This is how work orders are labeled in list view.

Adding a New Task

  1. Navigate to the Lookups module and make the tree visible using the three line icon  at the top left of the screen.
  2. Expand "Service Request."
  3. Click "WO Task." To see the existing tasks tagged to a particular Department or Division, drill down to the specific Department or Division.
  4. Click the Add button to add a new task.
  5. Enter a Task Name.
  6. Check off the Main Task checkbox to be able to assign the task as a main task on a work order.
  7. Assign an Account Number to be able to track all WO tagged to this account number.
  8. Check off the Timesheet checkbox if using the Timesheet module.
  9. Keep Active checked.
  10. Check the SubTask checkbox to be able to assign tasks as subtasks on a work order.
  11. Assign Department to have WO Task filtered by the Department field on a work order.
  12. Assign Division to have WO Task filtered by the Division field on a work order.
  13. Assign type to have WO task filtered by type field on a work order.
  14. Assign Priority to have priority auto-filled based on WO task.

Adding a Checklist to a Task

  1. Continuing from the WO Task dropdown list, click the dropdown arrow on a task.
  2. Select Checklist from the dropdown menu.
  3. Click the Add button  to add the first checklist step.
  4. Type your text in the text box.
  5. Type additional details in the description.
  6. Click the blue check to add the step.
  7. Continue adding the desired number of steps. You can rearrange steps by clicking and dragging the 6 dots icon on the left.
  8. Click the Close button.

Adding a New Task Type

  1. From the Lookups module, click the side arrow next to "Work Order."
  2. Click "Task Type."
  3. Click the Add button.
  4. Enter Task Type information:
    1. Department: Department name
    2. Division: Division name
    3. Task: Enter Work Order Task you would like to link
    4. Type: Enter Service Request Type
    5. Sort Order: Will auto populate
  5. Click "Save" to save your changes.

Editing an Existing Task Type

  1. From the Lookups module, go to the tree on the left and click the arrow next to "Work Order."
  2. Click "Task Type."
  3. Find the Task Type that you would like to edit and click its corresponding dropdown arrow.
  4. Click "Edit" and update information as needed.
  5. Click "Save" to save your changes.

Meter Types

Within the Lookups module, uses can also edit and add new meter types. To configure a new meter type, follow the steps below:
  1. Navigate to the Lookups module.
  2. Click the dropdown arrow next to "Meter Type."
  3. Click the Add button on the top right of the screen to add a new meter type.
  4. Fill in the following fields:
    1. Meter Type: Enter the name of the meter type. Users across NEXGEN will see this name.
    2. Allow Lower Reading: Check off if you'd like users to be able to enter a new reading that is lower than the previous reading.
    3. Sort Order: Adjust the sort order if needed.
    4. Active: Leave this box checked if you'd like users to select the meter type.
  5. Click "Save" to save your new meter type.

Resource Roles

Adding a New Resource Role

  1. Navigate to the Lookups module.
  2. Click the dropdown arrow next to "Resource Roles."
  3. Click "Employee Role."
  4. Click the Add button to add a new role.
  5. Enter role details:
    1. Role: Role name (visible to end user)
    2. Parent role: Select another role name to create hierarchy for roles if desired
    3. Active: Check this box to make the role visible to end users
    4. Cost: Factors into estimated cost of work order or service request if role is assigned
  6. Click the blue checkmark to save.

Editing Existing Resource Roles

  1. Navigate to the Lookups module.
  2. Select the dropdown arrow next to "Resource Roles."
  3. Click "Employee Role."
  4. Find the existing employee role on the list and click the dropdown arrow next to it.
  5. Select the "Edit" button.
  6. Adjust role details as needed.
  7. Click the "Save" button to save your changes.

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