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Extra lists are a definable list of fields and their associated values that can be used to define and categorise your contacts, clients and employees to make the information easier to work with and analyse. It is a way of dividing your database into logical groups. An Extra List consists of a List name and a number of associated values. You can define whether a list is to be available for contacts/clients and employees.

How to add an Extra list
  1. Select Maintenance > Maintenance Map from the menu.
  2. Click User Defined on the Tasks bar.

  3. Click Extra Lists. The Maintenance - Extra Lists page opens.

    INSERTIMAGE AO-GS-Main-Extral-Lists1.png

  4. Click in the List Field column on the new record row and type the name of the new list fields (for example, Xmas Card).

  5. Select the relevant options for Contact or Employee (Documents if you are running Document Manager)

  6. Select Is Mandatory if you want to make the Extra List mandatory for users to enter.

  7. Select the Data Type field and select the required value from the drop-down list.

  8. The options are Text, Flag (Yes/No answer) and Number.Leave the Default Value field blank as it is best not to use this.

  9. Select the Extra Type for grouping purposes.

  10. Do not tick Allow Multiples as this should only be used if you do not want to filter in reporting on this field.

  11. Press [Enter]. The Extra List is saved and appears in the list.

  12. Click Button_-_Expand_2.gif to expand the new list. A Value table appears.

  13. Type a Value and press [Enter]. The value is added to the Value table and the cursor appears on the new record row.

  14. Add additional values for this Extra List as required.

  15. When you have defined all the required Extra Lists, click OK to save the changes and close the Maintenance - Extra Lists page.

    Do not use Number in the Extra Field or Extra List names as this may cause issues.
    You cannot change a Data Type if the field has been mapped to a key client attribute.

 
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