Reference data is a feature that lets you register lists such as clients and work locations, and use them as options or category suggestions in report templates.
This article summarizes the specifications of reference data.
Overview
You can register, edit, and delete reference data in the "Reference data" section of the administration screen.
This can be operated by users with administrator privileges.
Registered reference data can be selected as the source of suggestions for "Options" items in templates, or for categories in man-hours, time-based records, and time-specified items.
Even when there are many options, you do not need to enter them one by one into the template, and when you update the reference data, the options in templates that use that reference data will also be updated.
Specifications
How to register
-
Import from a CSV File…The first row is read as the header (column name).
You can choose which columns to import before importing. - Create on screen…Enter columns and rows directly on screen.
Various limits
- Reference data name…Up to 100 characters
- When importing from a CSV File…Up to 10MB per file, 200,000 rows, and 100 columns
- When creating on screen…Up to 20 columns and 100 rows.
Column names must be within 50 characters, and values within 200 characters.
Re-importing CSV
- Reference data imported from a CSV File can be updated by re-importing a corrected file.
The current content can be exported to a file using "Download CSV". - Rows and columns not present in the file will be deleted. Before importing, you can preview which rows will be added, updated, or deleted.
- Rows are identified by the first column that has no blank values and no duplicate values (such as a client number).
If no such column exists, rows are identified by their content. - If you exclude from the file a column that is used to identify rows or a column that is used in a template, the import cannot be completed.
- For reference data imported from a CSV File, only the name can be changed on screen.
Reference data created on screen should be edited on screen rather than re-imported.
Where it can be used in templates
- "Options" items…Set "Source of options" to "Retrieve from reference data".
This cannot be used with "Radio Button" or "Checkbox". - Categories for "Man-hours + Numeric" and "Man-hours + Multi-line Text" items, as well as time-based records and time-specified items…Select from "Source of category".
This cannot be used with "Man-hours input". - The suggestions displayed in a report are the values from the column selected in "Column shown as the name".
- When creating a report, click "Select from ◯◯" and search by name to make a selection.
- If no reference data has been registered, the option to switch the source will not be displayed.
When modifying or deleting
- When reference data is updated, the options available in reports will change to reflect the new content.
Values already entered in submitted reports will not change. - Reference data that is being used in a template cannot be deleted. Please change the template settings first.
- Even if reference data is deleted, values already entered in reports will not be removed.
How to operate
Import reference data via CSV
https://teachme.jp/8/manuals/51537004
Create and edit reference data on screen
https://teachme.jp/8/manuals/51537009
Update reference data by re-importing
https://teachme.jp/8/manuals/51537034
Delete reference data
https://teachme.jp/8/manuals/51537037
Use reference data for template options
https://teachme.jp/8/manuals/51537041