iPassport has many fields in different modules where you can create your own list of options for a dropdown menu.  User-configurable lists follow general rules across the system, though some have additional fields.  The instructions below apply to them all.

User Configurable Lists for Look-up Fields

Fields which allow configuring a list of options normally provide a 'spanner/wrench' icon to open the list manager for the related field.  The icon (and ability to edit locally) is normally only available in the creation forms, or while the records are in draft, open, or active state, according to the type of record.

In some cases, these lists have dedicated buttons, such as in the 'Attachments' tab of controlled documents.

In most cases there are specific permissions to allow editing user-configurable look-up lists.

This article covers the following topics:

• Managing User-configurable Look-up Lists
  • Adding an item:
    • Adjusting the item's's Visibility:
  • Editing an item:
  • Deleting an item:
• Fields with User-configurable Look-up Lists

Managing User-configurable Look-up Lists

Configurable fields where lists can be created follow general rules across the system. The instructions below apply to them all.

To Manage configurable look-up lists in iPassport, first click the spanner/wrench icon by the relevant field or click the dedicated button to open the pop-up window where they can be managed.

Adding an item:

1. Click the '[+]Add (field name)' link on the right to expand the area
2. Enter a name for the item in the field provided

3. Adjusting the item's's Visibility:

   1. Click the arrow to the left of 'Account' to expand the tree structure of OUs in the account
   2. Un-select 'Account' and select specific OUs or leave 'Account' selected to make the category visible in all OUs
4. Click, 'Save (field name)'

Example of a new non-compliance Action Type:

Editing an item:

1. Click the pencil icon in the Actions column
2. Adjust the name and/or visibility
3. Click, 'Save (field name)'

Visibility adjustment expanded:

Deleting an item:

If a trash/bin icon is available in the Actions column, clicking it will delete the item; if an item is in use, it can't be deleted.

Fields with User-configurable Look-up Lists

These are the fields in iPassport with look-up lists, organised by module:

General

• Attachment Types

Quality Management > Checklists

• Checklist Types

Quality Management > Internal Audits

• Internal Audit Types

Quality Management > External Audits

• External Audit Types

Quality Management > Complaints

• Complaint Type*
• Complaint Status
• Complaint Contact Method
• Complaint Subjects
• Complaint Action Types - no 'Visibility' setting
• Complaint Risk Consequence* - no 'Visibility' setting
• Complaint Risk Likelihood of Reoccurrence* - no 'Visibility' setting
• Complaint Relation - no 'Visibility' setting

* These lists have an additional field - please see Creating a Complaints Record (Pt.4)

Quality Management > Change Control

• Change Control Categories
• Risk Impacts (Positive/Negative) - This list has an additional field
• Change Control Rejection Reasons - (found within 'Triage' pop-up window)

Quality Management > Non-Compliances

• Non-compliance Action Types
• Non-compliance Action Statuses
• Non-compliance Action Categories
• Non-compliance Categories
• Non-compliance Level
• Non-compliance Origin
• Non-compliance Escalated To
• Non-compliance Impact
• Non-compliance Root Causes
• Non-compliance Effectiveness Status

Laboratory Records > Controlled Documents

• Document Categories

Exclusive to Job Descriptions

• Job Title Position
• Job Title Grades

Exclusive to SOPs

• SOP Grades
• SOP Personal Protection Equipment

Laboratory Records > Equipment

• Equipment Type
• Equipment Received Condition
• Equipment Maintenance Type

Laboratory Records > Materials

• Material Types
• Material Categories
• Material Stock Units
• Material Storage Conditions
• Material Lot Statuses

Laboratory Records > Reagents

• Reagent Types
• Reagent Categories
• Reagent Stock Units
• Reagent Storage Conditions
• Reagent Lot Statuses

Laboratory Records > Incident Reports

• Incident Categories
• Incident Severities
• Type of Accident/Incident
• Sample Error Types
• Injury Types
• Injury Severities

Competency > Tests & Test Designer

• Competency Test Categories

Competency > Assessmnets & Assessment Designer

• Competency Assessment Categories

Competency > Training Courses

• Training Objective Types

Competency > Staff Qualifications

• Qualification Category

Laboratory Management > Meetings

• Meeting Types
• Meeting Statuses

Laboratory Management > Contacts

• Contact Departments

Laboratory Management > Companies

• Company Categories

Laboratory Management > Distribution Lists

• List Type

Personnel Management > Staff Profiles

• Salutation - no 'Visibility' setting
• Suffix - no 'Visibility' setting
• Gender - no 'Visibility' setting
• Leave (period of time) - no 'Visibility' setting
• Leave Type - no 'Visibility' setting

The following video illustrates how to manage look-up lists: