Code tables

This page controls access to the management of the RefTracker code tables. Changing the values in code tables allows you to customise the system to meet your requirements, where drop down boxes or lists of variables are provided by RefTracker. Changing code tables will also allow you to set your own values for informational purposes, and for data capture.

Where a code table is used for data capture you should set the values in these tables with the level of information that you want to retrieve from RefTracker in mind. You can obtain numerical statistics based on each of the values that you specify in a code table so be sure to include enough values in the code table to be able to identify the statistics that you need.

Where a code table is used for informational purposes, the values you set in the table will enable RefTracker to replicate your work processes.

Some code tables are used by RefTracker e.g. the statuses, action codes and page titles. Because these are system values they cannot be changed. Data entry boxes and the Update buttons will not appear in code tables like these where you cannot make changes.

For more details of about the role of code tables in RefTracker and the meaning of each code table click here.

How to use this screen

Finding the right code table: As there are a large number of code tables, they are arranged in logical groups.

The code tables used in “Question input” display by default, but by using the “Select code table group:” drop down at the top of the screen you can change to other groupings.
0) All – Select this group if you can’t find the right code table as it shows them all!
1) Question input – code tables with defined or suggested purposes that can be used in Request forms – they can be disabled.
2) Answering questions – code tables used in the RefTracker question answering process.
3) Other – Information code tables.
4) User defined question – code tables that can be defined by your library to describe additional Question related information to be collected in Request forms – they can be disabled.
5) User defined client – code tables that can be defined by your library to describe additional client related information to be collected in Request forms – they can be disabled.

Information about each code table:
Name: is the name of the code table as defined within the code table. Click on the code table’s name in this column to edit its name, description and values. To edit a disabled code table you must first enable it.
Description: summarises what this code table is used for. This description is defined in the code table (click on the code table name to edit it).
System name: this is the name by which this table is known in the RefTracker database. This name does not change, even if you change the table’s name using functionality to do that in the Code table maintenance page.
RqForm: indicates whether the code table has been used in a Request form. The code table cannot be disabled if it is in use in a Request form. Code tables with a tick in this column cannot be disabled until all uses of that code table in the Request forms have been removed (at which time the tick will disappear from this column).
System: indicates whether the code table is mandatory for the operation of the RefTracker system. The code table cannot be disabled if it is required by the system.
Enable: Code tables that are used in Request forms (i.e. for collecting data) and in the RefTracker question answering process, can be disabled. When you disable a code table it no longer appears in the list of fields/code tables that can be used to design Request forms, or in the RefTracker answering process. Because code tables can be named to suit the use to which you put them, it is good practice to disable tables that you do not yet have a specific use for (hence all the user defined code tables being distributed as disabled), so that you are sure to name them appropriately before use.
The Enabled column provides a drop down box allowing the code table to be set to “Mandatory”, “Optional” or “Disabled”), if the code table can be disabled.
– Mandatory means that wherever this code table appears a value must be selected from its drop down list. The default value shows when this drop down list is first displayed to indicate that a value must be selected.
– Optional means that a value does not have to be selected from its drop down list. [select option] shows as the default value when this drop down list is first displayed to indicate that a value does not necessarily have to be selected. Optional has the important role of allowing information to be collected when appropriate, but not cluttering up the data collected with a lot of “no specified” values.
Code tables cannot be disabled if the code table is either a System code table, or has already been used in a Request form, and where this applies, only the “Mandatory” and “Optional” values can be selected.

Enabling/Disabling code tables and the cascading effect on Data dictionary and Request forms
To add a new code table, go the System>Data dictionary menu. Choose the table you want to add the code table into (request, bib, etc), and the use the add field option in that screen.

Changing the enable/disable status of a code table also effects the Data dictionary and any Request forms in which the code table is used. In other words there is a cascading effect of the changes that you make.  Simplistically, if you Disable a code table it will also be disabled throughout the data dictionary and all Request forms, and if you make it Mandatory, it will become mandatory throughout the data dictionary and all Request forms. Only if you choose Optional for the code table, can you individually set the usage of this Code table in the Data dictionary and Request forms.

For this reason this Code table maintenance summary screen provides a confirmation screen to remind you about this cascading effect and give you a last minute opportunity to change any individual use. Your change will not come into effect until you click Confirm update on this confirmation screen. Click here for more details about this cascading effect.

Make the changes that you need to the information shown on this screen, then click on any of the Update buttons on the screen, to affect your change.