Code table updates

This page displays the current values for the code table you have chosen to review.

Click here for a description of the role of code tables and the meaning and impact of each code table. 

To quickly change the display to a different code table, choose the new code table you want to see from the drop down list provided in the top right hand corner of this screen. Alternatively, you can return to the screen display of the full list of system codes, by clicking on the System codes list link in the bottom left hand corner of the screen, just above the footer.

Changing code table entries using this screen

The processing options section:
To display the Processing options section of the code table maintenance screen, tick the box to the left of the Processing options label in the middle of the top of the screen.

Default name: This is the name by which this code table is known in the RefTracker code.

Name: This is the name by which this code table will be referred throughout the RefTracker screens e.g. in Statistical reporting, in DeskStats, as its default label in Request forms, etc. Where you can change this name you should do so to reflect the way that you are using this code table in your system (Maximum 50 characters). Of course this is particularly important for the library defined code tables!

Description: Use this field for a fuller description of your use of this code table.(Maximum 200 characters).

Group: This is the Code table group in which this code table appears in the Code table summary screen.

Sort method: Select the sort order that you want to use with this code table.
– by description – sorts in ascending alphabetical order according to the text in the main Description field of this code table.
– by code – sorts in ascending numerical order according to the code number of the entry. In effect this sorts the code table by the order in which entries were added to the code table – oldest to newest.
– by sort key – sorts in ascending numerical order according to the values in the Sort column of this code table. Note that the Sort column does not appear until you select sort “by sort key” and click on Update. You can then individually specify the order of presentation of each entry in the code table so that you can have items presented by most commonly selected values at the top, for example. Changing the sort order number for an entry, and clicking on Update, will result in the entry being reordered so that it appears in the list after the entry that currently has the sort order number that you entered. So, for example, if you choose sort order number zero, the entry will be moved to the top of the list.

The Add section:
When new values can be added a line of empty boxes with the legend Add appears below the Processing options section and above the list of individual values in the code table. To add a new entry simply type in the details requested for the new entry you desire and click either of the Update buttons. There are Update buttons in both the top and bottom right hand corners of this screen.

The individual entries section:
The maximum length of any code Description entry is 25 characters. Some code tables have more fields than just Description that can be specified.

When values can be changed they appear in text entry or drop down boxes. If there are any entries on a page that can be changed, an Update button appears at the top and bottom right-hand corners of the page. To change the text of a code simply type the changes in the appropriate box and click either of the Update buttons.

When values can be deleted a Delete box appears to the left of the entry. To delete the entry check the tick box and click either of the Update buttons. Note that entries that have been used in your database cannot currently be deleted.

Codes that are in use, i.e. have statistics logged against them, cannot be deleted, however their name can be changed (keeping in mind the statistical implications of changing a name). Unless you specifically want to change all of the historical information for a code table entry, it is often best to disabled an old entry and add a new one, rather then changing the name of an existing entry.

When entries can be disabled, the “En” column shows. If the box in this column is ticked for an entry, the value will appear in drop down boxes created for this code table. If the box in this column is unticked for an entry, the value will not appear in drop down boxes created for this code table – in other words, disabling a code table entry removes it from current use, but retains it for historical statistics purposes. Use this enable/disable function to tailor the system code tables where you cannot delete code table entries.

The Sort column only appears if you have selected sort “by sort key” in the Processing options section. When it shows, the entries in this code table will display in ascending numerical order according to the numbers showing in this column. Change the sort order of the code table by changing the number in this column to reflect the numerical sequence you want. When you change the sort key number for a code table entry, the entry is inserted as that number in the list, so if you enter 1 it goes to the top of the list, but if you enter 3 it will be inserted directly after the before the entry currently numbered 3.

When a default value needs to be specified for a table the heading Default appears with a radio button under it to the right of each enabled entry. To change the value that will appear as the default value whenever this list of codes is used, check the radio button next to the entry that you wish to become the new default and click either of the Update buttons. Note that defaults chosen in Request forms will override any system wide default that you set in the code table.

Default code table entries cannot be deleted. Choose a new default entry, then try the delete again.

Changes made to any entry, are effective immediately and are confirmed through a redisplay of the screen with your new value, and a green tick and the word “updated” displayed next to each of entries for which you made changes.

Links to related pages may also appear at the bottom of the page. See the help for the specific code table that you are updating for details of these links (e.g. Request groups).