Maintain Lookups

A Lookup is a field that contains a user-defined list of values. Lookups are defined as part of CRM System Settings. The CRM user selects a value for a lookup from the dropdown list.

A lookup:

Allows the user to define a custom list of values
Allows for searches based on these custom values
Enriches end user reporting

Lookups include areas such as: Organisation industry codes, importance, classification and Contact Occupation and Interests. Some Lookups contain additional settings, such as Lead and Quote Stages that allow you to enter the Confidence % per stage or the Standard Industry Code (SIC) Lookup, which includes an Import feature.

The general CRM user should not have access to maintain CRM Lookups. The list of Lookups should be limited to a meaningful, non-duplicate list of items to ensure that it adds value.

Options Reference

Each option and field on the form is described below. Mandatory options and fields are highlighted in red.

Type

This field contains the list of Lookup fields available in CRM. Select the Lookup field for which you must maintain the values from the list.

Code

Enter the unique alphanumeric identifier for the Lookup value. You can enter up to 10 alphanumeric fields.

Description

Enter the Description of the Code. The Description consist of a brief description of the Code you entered for the displayed Type.

System Entry

The Super User (System Administrator) can select or deselect this field. If this field is selected, only the Super User has access to maintain the values to limit the number of available selections.

The recommendation is based on: Lookup fields serve the additional purpose of grouping records according to the selected value. These groups are powerful search criteria for enquiries and reporting. The more selection criteria, the less powerful and manageable the groups become.

You can also use Security to restrict access to CRM System settings to Administrators only.