Viewpoint Construction Software Creating Custom Lookups · 2013-05-14 · 13. To add more columns...

Viewpoint Construction Software

Creating Custom

Lookups

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Viewpoint 6.5.0

© 2013 Coaxis, Inc. dba Viewpoint Construction Software. All Rights Reserved.

Table of Contents

Creating Custom Lookups ......................................................................................................................... 2

Creating a Custom Lookup ........................................................................................................................ 3

Adding a Custom Lookup to a Viewpoint Form ........................................................................................ 5

Verifying Custom Lookups ........................................................................................................................ 7

Viewpoint 6.5.0


Creating Custom Lookups

The User Database (UD) module allows users to create custom lookups. A lookup is a menu of options

that may be called or selected from a particular field by pressing the F4 key or by clicking the

button.

Example:

Many customers run a fairly standard invoice entry process. As they prepare to pay a vendor, they begin

by using Viewpoint’s standard Open Jobs lookup in the AP Unapproved Invoice Entry form. This allows

the AP clerk to make sure the vendor they’re paying is compensated from the correct job.

However, the default Open Jobs lookup doesn’t list what U.S. state the job is in, and sometimes clerks

want to filter the list of open jobs by state. Therefore, these customers customize the standard Lookup

for open jobs by appending the job’s state as an available field / filter option. The result is an Open Jobs

by State Lookup tailored to their needs.

Use this guide to:

• Create a Custom Lookup based on an existing standard lookup as described in the above

example

• Add a Custom Lookup to a Viewpoint form field

• Verify your Custom Lookup is working correctly

Note: Your VA User Profile must be marked as a Form Administrator in order to perform these tasks.

Viewpoint 6.5.0


Creating a Custom Lookup

1. From the User Database module’s Programs folder open the UD User Defined Lookups form.

See Figure A.

Figure A. The User Defined Lookups screen.

2. From the File menu select Copy Lookup.

3. In the Source Lookup field press F4 to display a list of available lookups.

4. For our example, select the JCJMOpen lookup and then click OK.

5. Enter a name for your lookup in the Destination Lookup field. The title must start with ud. See

Figure B.

6. Enter a title in the Destination Lookup Title field.

7. Click Copy.

Viewpoint 6.5.0


Figure B. Copy the Open Jobs lookup

8. Click Close.

9. Click the Details tab. The lookup’s details appear in a grid. See Figure C.

Figure C. The Details tab of a User-Defined Lookup.

10. In the Seq column, add a value to the open row at the bottom of the grid. The value must be

unique. It’s recommended that the value entered here be a few digits higher than the last

existing row; i.e., if the bottom row of the Sequence column lists 4, add a new row with a

Sequence value of 10. The sequence controls the order of the columns in the lookup.

11. Enter a value in the Column Name field. Press F4 for a list of available columns. For our example

select the column MailState. See Figure D.

Viewpoint 6.5.0


Figure D. Add the MailState column to the lookup

12. If you would like any of the other column names to not display in the lookup, check the Hidden

box. Allow the other fields to remain at their default values.

13. To add more columns to the custom lookup, repeat steps 8-10 as needed.

14. Click the Save icon. The custom lookup has been created and is now ready to be associated with

one or more Viewpoint forms.

Note: You may also create a completely new custom lookup using this form, however this requires a

level of SQL expertise not covered in this course.

Adding a Custom Lookup to a Viewpoint Form In this section we will add the custom lookup udJobsByState to the Jobs field on the AP Unapproved

Invoice Entry form.

1. Open the Viewpoint form that the Custom Lookup is being added to. For our example, from the

Accounts Payable module’s Programs folder open the AP Unapproved Invoice Entry form.

2. Select an invoice that will allow you to access the Job field and then click in the field.

3. Press F3 to view Field Properties.

Viewpoint 6.5.0


4. Move to the Lookups tab. A grid displaying the existing Lookups applied to the field appears. See

Figure C.

Figure C. The Lookups tab of a Field Properties screen.

5. Click the open row at the bottom. Press F4 to view a list of available Lookups.

6. Select the custom lookup from our example, udJobsByState and the click OK.

7. In the Parameters field, enter 130.

This field represents the field sequence numbers (fields) from the form that are passed to the

lookup in order to determine which records will display in the lookup. In our example, there is

no need to use a parameter different from the original lookup. The number 130 represents the

JC Company field. Without it, the lookup would pull jobs from all companies.

8. Uncheck the Active column on the previous existing lookups if you no longer want to see them,

and check it on the new lookup.

9. The Load Seq# field determines which lookup loads by default (Load Seq# 0) and the order of

the lookups that can be selected by radio buttons. You may leave these at their default values

or reorder them as you wish.

Viewpoint 6.5.0


10. Click OK.

Verifying Custom Lookups It is a good idea to verify that a custom lookup is functioning correctly before moving on to other tasks.

1. Click in the field containing the new lookup. For our example, click in the Job field.

2. Press F4.

3. If your custom lookup is not the default, as is the case in our example, select it from the

available lookups. See Figure D.

4. Verify the lookup is returning the values you expect and test your filter to ensure you selected

the correct column.

Figure D. Open Jobs by State lookup, filtered by California

Viewpoint Construction Software Creating Custom Lookups · 2013-05-14 · 13. To add more columns...

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