UDF Pick List Administration in Tour de Force

Technical Bulletin 7515

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UDF Pick List Administration

 

Purpose

The purpose of this document is to provide instructions for using the UDF Pick List Administration utility to add new and edit existing UDFs (User Defined Fields) and RUDFs (Relational User Defined Fields).

 

The UDF Pick List Administration utility is a quick way to identify UDFs and RUDFs related to a specific item in Tour de Force.  The UDF Pick List Administration utility gives Administrators of Tour de Force the ability to change the values of existing UDFs and RUDFs, as well as edit the name associated with UDFs and RUDFs.

 

 

1. Overview of the UDF Pick List Administration Utility

The UDF Pick List Administration utility is used to add new and edit existing UDFs and RUDFs. The UDF Pick List Administration utility is typically used by Administrators of Tour de Force to edit the values of existing UDFs and RUDFs.

 

The UDF Pick List Administration utility is divided into three sections:

 

• The UDF/RUDF grid
• The Main UDF grid
• The Sub UDF grid

 

 

 

 

 

 

 

The UDF/RUDF Grid Section

The UDF/RUDF grid section contains all the UDFs and RUDFs in Tour de Force. The UDFs and RUDFs that display in the grid are determined by the option selected in the Item Type field.

For example, selecting Account Classification displays all the UDFs and RUDFs associated with the Tour de Force Account form.

 

The UDF/RUDF grid section contains of the following fields:

 

• Delete – This field is used to delete UDFs and RUDFs.
• TDF UDF Name - This field is used to identify UDF and RUDF pairs in the Tour de Force database.  This field is not displayed in any of the Tour de Force grids or on any of the Tour de Force forms.

 

• Main UDF Name – This field is used to identify UDF’s and RUDF’s Master fields in the Tour de Force database. The Main UDF Name is also the name of the UDF and RUDF Master control fields that display in the Tour de Force grids or on any of the Tour de Force forms

 

• Sub RUDF Name - This field is used to identify Sub RUDF Fields in the Tour de Force database. The Sub RUDF Name is also the name of the RUDF Sub control that displays in Tour de Force grids or on any of the Tour de Force forms

 

• RUDF – This field is used to make the selected UDF a RUDF.

 

• Acct Root – This field is used to make the selected UDF an Account Root specific UDF. This allows users to enter different values for the selected UDF from one Account Root to another.

 

• Type Specific – This field is used to make the UDF or RUDF item type specific. Making an UDF or RUDF item type specific allows for multiple fields of the same UDF to exist on different forms without being identified as duplicate fields.

 

• UDF Type - This field is used to identify the item type the UDF\RUDF is assigned to.

 

For example, if the UDF Type field is set to Accounts, then that UDF/RUDF is only associated with the Tour de Force Account form.

 

 

The Main UDF grid contains all the information related to the UDF or RUDF selected in the UDF/RUDF grid.

For example, selecting the Activity Type UDF displays all the possible values that can be selected in that field in the Possible Value Name field, in the Main UDF grid.

Note: The Main UDF section is mainly used for drop-down lists and list box control types.

The Main UDF grid contains the following fields:

• Delete – This field is used to delete the value associated with the UDF/RUDF.
• Possible Value Name – This field displays the possible options available in the selected UDF/RUDF. This field is typically associated with a list box, or check box field.

 

2. Creating a New UDF using the UDF Pick List Administration Utility

Use the following procedures to create a new UDF using the UDF Pick List Administration utility

 

1. Click the Click here to add new row section in the UDF/RUDF grid.

2. In the TDF UDF Name field, type the name of the new UDF.

For example, type Account Status.

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3. In the Main UDF Name field, type the name of the UDF.

For example, type Account Status.

Note: This is the name that is used when creating the UDF in the Screen Designer utility.

4. In the UDF Type field, select the item type.

For example, select Accounts to associate the new UDF with the Tour de Force Account form.

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5. Press the Enter key on the keyboard to add the UDF to the UDF/RUDF grid.

6. Give focus to the Account Status UDF in the UDF/RUDF grid.

 

 

 

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7. Click the Click here to add a new row section, in the Main UDF section.

8. In the Possible Value Name field, type a new value.

For example, because the Account Status UDF is going to be a drop-down list, this section is used to enter all the possible values that can be selected in the drop-down list.

 

Continue adding all the desired values for the Account Status UDF. Using the down arrow to create a new line

 

Use the arrow buttons to adjust the order in which values display in the drop-down list.

For example, to move the New value to the top of the list, give focus to the New value.

Click the up-arrow button until the value is in the desired position.

 

After the UDF has been added to the UDF grid the UDF needs to be added to the Tour de Force Account form using the Screen Designer utility

 

9. Close the UDF Pick List Administration utility.

 

Open the Tour de Force Administration Utilities drop down.

10. Expand the Screen and Grid Design folder and click the Screen Designer option.

11. In the Item Type field, select Account.

 

Note: The form selected must match the UDF Type selected in the UDF Pick List Administration utility, unless the Global type was selected.

 

 

 

 

 

 

 

 

 

 

Click the Add New button.

 

 

12. In the Row field select the row where the UDF will be located.

 

Note: The row number cannot exceed the max rows set in the Control Container Details section.

 

 

 

 

 

 

 

 

 

 

13. In the Column field select the columns where the UDF will be located.

 

 

 

14. In the Control Type field, choose the UDF control type.

 

For example, to make the UDF a drop-down list, select DropDownList in the Control Type field.

 

 

15. In the Label Caption field, type Account Status.

 

 

 

16. In the UDF Details field, locate the UDF that was created in the UDF Pick List Administration utility.

  

For example, select Account Status.

 

 

17. Click the Update button to add the UDF to the Control List grid.

 

 

The UDF and the values added in the UDF Pick List Administration utility have been added to the Tour de Force Account form for all Account records.

 

 

 

3. Creating a New RUDF using the UDF Pick List Administration Utility

Use the following procedures to create a new RUDF using the UDF Pick List Administration utility:

1. Open the Tour de Force Administration Utilities Drop Down
2. Expand the Screen and Grid Design folder and click the UDF Pick List Administration option.
3. Click the Launch: UDF Pick List Administration button.

4.    Click here to add new row section in the UDF/RUDF grid.

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5. In the TDF UDF Name field, type the name of the new RUDF pair.

For example, type Industry Type and Focus.

6. In the Main UDF Name field, type the name of the Master RUDF.

For example, type Industry Type.

Note: This is the name that is used when creating the Master UDF in the Screen Designer utility.

 

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7. In the Sub RUDF Name field, type the name of the Sub RUDF.

For example, type Industry Focus.

Note: This is the name that is used when creating the Sub RUDF in the Screen Designer utility.

8. Click the RUDF checkbox.

 

9. In the UDF Type field, select Accounts.

10. Press the enter key on the keyboard to add the RUDF to the UDF/RUDF grid.

11. Select the RUDF in the UDF/RUDF grid.

 

 

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Click the Click here to add a new row section, in the Main UDF section.

12. In the Possible Value Name field, type a new value.

For example, because the Industry Type UDF is going to be a drop-down list, this section is used to enter all the possible values that can be selected in the drop-down list.

 

 

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13.  Click here to add new row section, in the Sub RUDF section.

Note: These are the values that display when Aluminum is selected in the Master RUDF.

 

14. In the Possible Value Name field, type the name of the sub value.

For example, type Ingot.

Press the enter key on the keyboard to add the sub value to the Sub UDF section.

15. Add in all he desired values and sub values for the Industry Type RUDF.

16. Once finished, close the UDF Pick List Administration utility.

 

 

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17. Open the Tour de Force Administration Utilities Drop down
18. Expand the Screen and Grid Design folder and click the Screen Designer option.
19. In the Form Type field, select Account.

 

Note: The form selected must match the UDF Type selected in the UDF Pick List Administration utility. Global UDFs/RUDFs can be set on multiple forms.

 

20. In the Control Group field, select the appropriate tab that needs to have the new RUDF added.

 

For example, select Profile Summary

 

 

 

21. In the Control Details section, click the Add New button.

 

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22. In the Row field, select the row where the Master RUDF needs to be displayed.

 

Note: The row number cannot exceed the max rows set in the Control Container Details section.

 

 

 

23. In the Column field, select the columns where the Master RUDF needs to be displayed.

 

 

 

 

24. In the Control Type field, choose the RUDF control type.

 

For example, to make the Master RUDF a drop-down list, select DropDownList in the Control Type field.

 

 

25. In the Label Caption field, type Industry Type.

 

 

Note: The name of the Master RUDF is the label entered in the Main UDF Name field in the UDF Pick List Administration utility.

 

 

 

26. In the UDF Details field, locate the RUDF that was created in the UDF Pick List Administration utility.

 

For example, select Industry Type.

 

    

 

 

27. In the Udf Type field, select RUDF Master.

 

Note: The RUDF Master option identifies that the Industry Type field is the master control that determines the values that can be selected in the Sub RUDF.

 

28. Click the Update button to add the Master RUDF to the Control List grid.

 

 

After the Master RUDF has been created, the Sub RUDF needs to be created.

 

 

 

 

 

29. In the Control Details section, click the Add New button.

 

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30. In the Row field, select the row where the Sub RUDF needs to be displayed.

 

Note: The row number cannot exceed the max rows set in the Control Container Details section. 

 

31. In the Column field, select the columns where the Sub RUDF needs to be displayed.

 

 

 

 

 

 

 

 

32. In the Control Type field, select DropDownList.

 

 

 

33. In the Label Caption field, type Industry Focus.

 

 

Note: The name of the Sub RUDF is the label entered in the Sub RUDF Name field, in the UDF Pick List Administration utility.

 

 In the UDF Details field, locate the UDF that was created in the UDF Pick List Administration utility.

 

For example, select Industry Type.

 

 

34. In the Udf Type field, select RUDF Sub.

 

 

Note: The RUDF Sub option identifies that the Industry Focus field is the sub RUDF.

 

 

 

35. Click the Update button to add the Sub RUDF to the Control List grid.

 

 

The new RUDF is now added to the Tour de Force Account form.

    

 

 

4. Creating UDFs and RUDFs using an Excel Spreadsheet.

 

The UDF Pick List Administration has an importing function that grants Administrators of Tour de Force the ability to import information from an Excel spreadsheet to create UDFs and RUDFs.

Use the following procedures to create UDFs and RUDFs using an Excel spreadsheet:

1. Create a new Microsoft Excel spreadsheet.
2. Type the following values into row 1 of the spreadsheet

1. TdF UDF Name
2. Main UDF Name
3. Sub RUDF Name
4. Main UDF Possible Values
5. Sub UDF Possible Values

 

3. Type the pair name required for the UDF/RUDF in the TdF UDF Name column.

For example, type Industry Type and Focus in the TdF UDF Name column.

4. Type the UDF/RUDF name in the Main UDF Name column.

For example, type Industry Type.

5. Type the name of the Sub RUDF in the Sub RUDF Name column.

For example, type Industry Focus.

Note: Leave the Sub RUDF Name column blank if the UDF being created should not be a RUDF.

6. Type all the possible values for the UDF/RUDF in the Main UDF Possible Values column.

 

For a new Main UDF Possible Value, add the value one row below where the Sub RUDF Possible Values end.

For example, since the sub values end at row 7, the next possible main value must be created in row 8.

7. Continue adding all the necessary main values and sub values for the UDF/RUDF.

 

To add a new UDF/RUDF, the new UDF/RUDF must be created in the row below the last main value or sub value.

For example, since the last sub value is in row 18, the next UDF must be created in row 19.

8. Save the spread sheet after all of the necessary UDFs and RUDFs have been created.

Note: The spreadsheet should be saved on the same computer as the Tour de Force Administration Console, or in an accessible company shared folder.

 

 

9. Open the UDF Pick List Administration utility.
10. Click the Read in Values button.

Navigate to the Excel spreadsheet that contains the UDFs/RUDFs and give focus to the appropriate file.

11. Click the Open button.

12. Click the OK button in the SUCCESS window and close the spreadsheet        

5. Editing Values for Existing UDFs and RUDFs

The UDF Pick List Administration can be used by Administrators of Tour de Force to edit values for existing UDFs and RUDFs. Control Types, such as drop-down lists and list boxes are edited using the UDF Pick List Administration utility.

Use the following procedures to edit values for an existing RUDF:

1. Open the Screen Designer utility.
2. Navigate to the form that contains the RUDF that needs to be edited.
3. Once on the appropriate form, click the Launch Update Detail Table button in the Screen Designer utility.

 

 

 

 

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4. Locate the RUDF in the UDF/RUDF grid section. In the UDF Pick List Administration

For example, locate the Industry Category

 

5. Click on the appropriate Possible Value Name field to change the value associated with the Industry Type RUDF.

6. To delete the value, Highlight the row and click delete on your keyboard

Note: Deleting the value also deletes the sub values associated with that value.

 

 

7. To change the value for the Sub RUDF, click the Possible Value Name field in the Sub UDF section.

  

 

8. To delete the value, Highlight the row and click delete on your keyboard

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All the changes made in the UDF Pick List Administration utility are updated automatically.

9. Once finished, close the UDF Pick List Administration utility.