Editing Variable Catalogs

Learn how to edit variable catalog.

To edit catalog values:

  1. Open the Maintenance module and switch to the Catalog level.

    The drop-down list at the top of the page contains all available variable catalogs.

  2. Select the catalog you wish to edit from the list or click on (Find) to search for the catalog (by name or number). The search works as described for the CRM process search, see Searching for CRM Processes.

    The catalog values are displayed. The number of catalog entries is displayed in the Records field.

  3. Make the desired changes:
    • Click (New) to add a new catalog value. Enter the new catalog value (and a tenant number if applicable) in the dialog box, see Tenants and Catalog Maintenance. Click OK.
    • Select a catalog value and click (Edit) to edit a catalog value: Enter the new value in the dialog box, and click OK. The edited value is displayed in blue.
      Note: Catalog fields have a maximum length of 80 characters. A catalog should consist of a maximum of 1,000 entries: The more values a catalog contains, the longer it takes to load the catalog.
    • Select a catalog value and click (Delete) to delete a catalog value. (You may need to specify a parent catalog.)

      The Replace with? dialog box is displayed:

      • If you simply wish to delete the value, leave the field empty.
      • If you wish to replace the value with an existing value, double-click in the field to open the catalog and select the desired value.

      Click OK. The catalog value is displayed in red.

    • Select Delete All from the context menu to delete all the entries in a catalog.
    • Tenant: Enter the tenant number in the Tenant column, see Tenants and Catalog Maintenance. The tenant number and the catalog value are displayed in blue.
    • Ext. Key: You can enter an external key for each language in the Ext. Key column, if you are using external keys for catalog values.

      External keys can be used to match up catalog values when importing data, see Importing Catalog Values using External Keys in the Aurea CRM win Administrator Guide.

      The external key for catalog values in the catalog base language can be created automatically, allowing catalog values to be identified uniquely in distributed systems, see Unique System-wide Identification of Catalog Values

    • Sort Order: You can define the sort order of catalog values in catalog fields for each language. Enter numbers in the Sort Order cells of the desired language. If two values have the same number, these values are sorted alphabetically.

      When selecting catalog values from catalog fields, catalog values for which a sort order has been defined are displayed first (and sorted numerically according to the sort order). Values without a sort order are sorted alphabetically at the end of the list of values.

    • Description: Enter a description of the catalog value.
    • Valid from/to: Enter dates in these fields to define the time period the catalog value is valid for. The catalog value is unavailable outside the defined time period. Catalog values in existing records and formats (e.g. conditions) are not affected by this setting.
      Note: Use the External Key, Sort Order, Description and Validity entries in the context menu to hide/show the corresponding columns in the table. If no value is entered in the Ext. Key, Sort Order, Description, Valid from and Valid to fields, the value entered in the parent language is used (if available). If this value is not present, the corresponding value in the catalog base language is used.
    • Lock: Click in the Lock column to lock the catalog value. Locked values are no longer visible when selecting a value from this catalog. Catalog values in existing records and formats (e.g. conditions) and the import of catalog values are not affected by this setting.
      Note: If a catalog value is locked in a language using the Lock column, the lock applies to this language, and the value in the parent language is used. If the parent language's value is also locked, the value in the catalog base language is used. If this catalog value is also locked, the lock applies to all languages. For more details, >> Behavior of Lock and Validity with Hierarchical Languages.Use the CatalogLockOnBaseLanguage=off entry in the mm.ini file to determine that a lock and/or a validity period applied to the catalog base language is not applied to all other languages, >> [Option].
  4. Select Apply Changes from the context menu, >> Applying Changes to Catalogs.