Lookups typically handle limitations on what is considered acceptable data to enter into Charity CRM.
Many areas of the system have ways to select from a range of predetermined values. Sometimes this is in the form of a drop-down list, but this can also be a selection form instead.
Modify a lookup
Follow the steps below to modify a lookup.
Click Admin, then Lookups.
Click Lookups and search for the one you want to modify.
Where possible, we try to name these intuitively. For example, the lookup that governs valid payment types is called PaymentType.
Double-check the data is what you're expecting.
The Used on Form / Type and Applied to Field fields help us determine we're looking at the correct lookup.
Click the + button to add a new entry.
Click the pencil button to edit an existing entry.
Click the three dot menu to delete an entry from a lookup value.
Lookups can have up to 5 values per entry.
The description of the lookup as well as the existing entries held within the lookup can help determine which values are used for a specific lookup. For example, within the Payment Type lookup, Value1 corresponds to the actual payment type, and Value2 can be set to Not Claimable to exclude that payment type from any future gift aid claims.
Once the lookup entries have been changed the fields in question will now present the updated list to the users within the system.
Lookup types
There are a few different ways that lookups can behave within the system:
Mandatory
Some lookups are mandatory. Any data entered into the linked fields must be one of the values presented in the lookup. If an entry from a mandatory lookup is changed or deleted, attempting to edit a record using the old value will hit a validation error until it is corrected to a valid value.
Option
Some lookups are optional. Drop down lists and pick lists will still make use of the lookup to select data, but users also have the option of manually inputting other data into the system. Not using one of the lookup entries will not result in a validation error.
Self referencing
Some fields don't make use of a traditional lookup at all, and are instead what we refer to as self referencing. The Drop down and picklist entries for these fields instead pull from the existing set of data held within the system. These allow for much more flexibility, but can result in typos or other bad data entered into the system if entered incorrectly.