Creating Lookup Sets

Content Manager enables you to create your own Lookup Set which can be applied to a string Additional Field.

An example of a Lookup Set could be a field called Country and you want the user to select from a list of valid countries that are defined by the administrator, such as Australia, New Zealand, South Africa etc.

When entering data in this field, users can only select from the list set up by the administrator.

Content Manager contains the two Lookup Sets Client/Matter Party Type and Client/Matter Role Type, which are reserved for use with the feature Clients and Matters Legal Structure. Users can add items to them as needed, but you cannot delete the Lookup Sets from Content Manager.

  1. From the Manage ribbon, click Lookup Sets
  2. Right-click and select New Lookup Set
  3. The New Lookup Set dialogue box appears:
    • General tab - displays the following:
      • Lookup Set - The name of the Lookup Set, for example, Country. Lookup Set fields are limited to 255 characters.
      • Icon - From the drop-down select a meaningful icon for the Lookup Set entry.
      • Items have a short value - If selected, then short values can be entered. This can typically be an abbreviation, e.g. UK for United Kingdom
      • Short Value length - The short value length range is from 1 to 25 characters.
      • Short value is a number - Select this option if you want the Lookup set field to sort numerically.
      • Items have a long value - If selected, then long values can be entered.
      • Long Value length - The long value length range is from 1 to 400 characters.
      • Item display style - Select from the drop-down list how you would like the Lookup Set values to display: Long Value Only, Short Value Only, Short Value: Long Value (Both).
      • Items have comments - Items can have comments applied to assist the end-user.
      • Items are hierarchical - Items can be organized in a hierarchical structure, e.g. states or provinces within a country.
        • Only apply items at the lowest level - select this option to allow for only the lowest entries to be selected and applied to objects. This also includes moving lookup items into an existing hierarchical structure.
  4. Notes tab - for notes about the Lookup Set.

    See Notes.

  5. Access Controls tab - set the Access Controls for the Lookup Set.

    See Applying Access Controls to functions.

  6. Click OK to save your new Lookup Set or any modifications you have made

To add items to the Lookup Set, see Manage Items in Lookup Sets.

NOTE: Once you add a Lookup Set to a New Record form, any Access Control on the Lookup Set is ignored.

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