Event Lookup Tables

Event Lookup Table Descriptions

Activity Type

Table Name: activity_type

Entries in this lookup table are used by the actvtype field in the Activities data table. They are used as a means of classifying or describing the Activity rows. The Activity row also provides a different field for the name of that one row; this field and lookup table are used as a means of standardizing the nature of the Activity.

Examples might include values such as: Dinner, Ball, Football Game, Walk-a-thon, Brunch, or any other type of description your institution wants to use to define an Activity.

This lookup table conforms to the Standard Lookup Table Layout.

C

Campaigns

Table Name: campaigns

Entries in this lookup table are used by the actcamp field in the Actions data table in order to associate one of those rows with a particular fund-raising Campaign. Names should be defined for each of the fund drives or campaigns for which a separate accounting is required by your institution.

This lookup table is also used by several data tables in the Profiles World and those entries will appear in the listing when the Campaign table is accessed in the Events World (whether in data entry or in lookup table maintenance.)

Some examples of values in this table might be: Annual Fund, Capital Campaign, Tercentennial Campaign, etc.

This lookup table conforms to the Standard Lookup Table Layout.

Correspondence Mode

Table Name: correspondence_mode

Entries in this lookup table are used by the corrmode field in the Correspondence data table to describe the way in which your institution delivered a piece of correspondence to a constituent. For examples: phone call, email, and text message.

Required Entries

Code	Value
(blank)	(blank)
email	Email
letter	Letter
phone	Phone Call
text	Text Message

This lookup table conforms to the Standard Lookup Table Layout.

Correspondence Name

Table Name: correspondence_name

Entries in this table are used by the corrname field in the Correspondence data table to identify a particular mailing. When a Correspondence Name is chosen, the Solicitation that is associated with that Correspondence Name is also copied into the data row. If this data table is used in the Events World, it will be most helpful to make the Correspondence name descriptive of the Event or Activity to which it is linked. If this is done, when Correspondence rows are displayed in the Event Log in the Profiles World, those that apply to the Events World will be more readily identifiable.

This lookup table varies slightly from the standard lookup table layout. See Correspondence Name.

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Correspondence Type

Table Name: correspondence_type

Entries in this table are used by the corrtype field in the Correspondence data table to classify a particular mailing. Within the Events World, this might include such values as: Invitation, Registration Billing, Event Invitation, Dinner Invitation, etc.

This lookup table conforms to the Standard Lookup Table Layout.

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Countries

Table Name: countries

The Countries lookup table is used by the Country field in the Events, Activity, and Guest tables. You may designate any set of entries in this lookup table as Non-USA countries by entering the code, for in the Group field for each.

When a Non-USA Country is used, the ZIP Code field will accept any text you enter without comparison with the US ZIP Code table.

Required Entries

Code	Value
(blank)	(blank)
usa	USA

This lookup table conforms to the Standard Lookup Table Layout.

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Credit Card Types

Table Name: credit_card_types

Entries in this lookup table are used by the credcctype field in the Credit Card data table to indicate the kind of credit card used to pay a Registration fee (Event Income).

Code	Value
(blank)	(blank)
amex	American Express
cb	Carte Blanche
dine	Diner's Club
disc	Discover
jcb	JCB
mc	MasterCard
opt	Optima
visa	Visa

This lookup table conforms to the Standard Lookup Table Layout.

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D

Division

Table Name: division

Entries in this lookup table are used by the actdivis field in the Actions data table, to identify the Division within the Institution that is responsible for the completion of the Action.

This lookup table conforms to the Standard Lookup Table Layout.

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E

Equipment

Table Name: equipment

Entries in this lookup table are used by the spkrequip1, spkrequip2, and spkrequip3 fields in the Speaker data table. They are used as a means of classifying or describing equipment that is needed by a specific speaker for an Event or Activity.

If an equipment need is generic to the Event or Activity it would be better identified in an Audio Video row linked to the Event or Activity.

This lookup table conforms to the Standard Lookup Table Layout.

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Event Type

Table Name: event_type

Entries in this lookup table are used by the evnttype field in the Event data table. They are used as a means of classifying or describing an Event row. The Event row also provides a different field for the name of that one row, this field and lookup table are used as a means of standardizing the nature of the Event.

Examples might include: Homecoming, Chapter Fund Raiser, Annual Conference, Dinner or any other type of description your institution wants to use to define an Event.

This lookup table conforms to the Standard Lookup Table Layout.

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Expense Type

Table Name: expense_type

Entries in this lookup table are used by the exptype field in the Expenses data table to describe the kind of expenditure that is described in the Expense row.

Examples could include such values as: Photography, Entertainment, Catering, Printing, etc.

This lookup table conforms to the Standard Lookup Table Layout.

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I

Item Color

Table Name: item_color

Entries in this lookup table are used by the itemcolor field in the Items data table to identify a standardized color name for a piece of merchandise that may be offered to Event Guests. In assigning values to this table, you should bear in mind that the Items table allows you to create multiple rows with the same Item Name but with different colors and sizes.

Entries might correspond to the manufacturer color names for the merchandise.

This lookup table conforms to the Standard Lookup Table Layout.

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Item Name

Table Name: item_name

Entries in this lookup table are used by the itemname field in the Items data table to identify a piece of merchandise that may be offered to Event Guests. In assigning values to this table, you should bear in mind that the Items table allows you to create multiple rows with the same Item Name but with different colors and sizes and therefore the values need not include that information.

Examples could include such values as: Centennial polo shirt, Logo mug, Key ring, etc.

This lookup table conforms to the Standard Lookup Table Layout.

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O

Organizer Type

Table Name: organizer_type

Entries from this lookup table are used by the orgorgtype field in the Organizer data table to provide a standardized description of the function to be performed by an Event Organizer.

Examples might include such values as: Publicity Staff, Publicity Chairman, Decorations Chairman, Facilities Coordinator, Catering Coordinator, etc.

This lookup table conforms to the Standard Lookup Table Layout.

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Other (Info) Lookup

Table Name: other_lookup

Millennium uses the Other Info (other_info) data table and the Other (Info) lookup table to maintain data about Audio Video (AV) Needs, Lodging, Special Needs, Transportation, and Tourney Needs. Entries in the Other (Info) lookup table are used by the oinfotype1 and the oinfotype2 fields in the Other Info data table. Millennium uses one or both of these two fields for very specific purposes for A/V Needs, Lodging, Transportation and Tourney Needs, as outlined in the chart below. Millennium does not use the oinfotype1 and oinfotype2 fields in a standard way for Special Needs data.

Entries in the Other (Info) lookup table are also used by the oinfotype3 and oinfotype4 fields in the Other Info data table. These two fields are not used by Millennium for any specific purpose, so they are available for sites to use in any way that they choose. The oinfotype1 for Special Needs, and oinfotype2 fields for AV Needs, Special Needs, and Transportation Needs are also available for sites to use in any way that they choose.

The Other (Info) Lookup table must hold entries for a wide variety of data needs. Therefore, each entry must be assigned a specific standard Group (table_type) code Assigning the correct Group to the lookup table entries insures that only the entries that are relevant to the kind of data you are displaying and maintaining will be shown.

Both entries are stored in the Other Lookup lookup table, but when the Lodging data maintenance form is accessed, the entry for the "Eagles" will not be shown in the pull-down list for that field. Likewise, when defining a row for the Tourney Needs table, the data maintenance form will not show an entry for "Non-smoking"

The chart below shows the 'table' name that the Other Info data table will use for display purposes. It also shows the Field names and Field labels that used for display purposes for each Other Info data 'table' name, the table_type code that must be assigned to any entry that needs to be available for the Field, and a brief description/examples of possible entries in the Other Lookup table that might be created for this use.

Other Info Table Display Name	Field Name	Field display Label	Group Code Required for Entries to Display in the Field List Box	Description
Audio Video Needs	oinfotype1	Equipment	av	Apparatus that will be needed for an Activity. For example: video monitor, screen, stage risers, podium microphone, etc.
Audio Video Needs	oinfotype2		av2	Sites use the Custom Display Designer to place the field on the data display and maintenance forms, customize the label, and use in any way that it chooses.
Audio Video Needs	oinfotype3		av3	Sites use the Custom Display Designer to place the field on the data display and maintenance forms, customize the label, and use in any way that it chooses.
Audio Video Needs	oinfotype4		av4	Sites use the Custom Display Designer to place the field on the data display and maintenance forms, customize the label, and use in any way that it chooses.
Lodging	oinfotype1	Hotel	lodg	Names of local hotels that will be housing Event Guests.
Lodging	oinfotype2	Room Type	lodg2	Classification of the room type required by the Guest. For example: Smoking, Non-smoking, King suite, Handicap access, etc.
Lodging	oinfotype3		lodg3	Sites use the Custom Display Designer to place the field on the data display and maintenance forms, customize the label, and use in any way that it chooses.
Lodging	oinfotype4		lodg4	Sites use the Custom Display Designer to place the field on the data display and maintenance forms, customize the label, and use in any way that it chooses.
Special Needs	oinfotype1		spec	Sites use the Custom Display Designer to place the field on the data display and maintenance forms, customize the label, and use in any way that it chooses.
Special Needs	oinfotype2		spec2	Sites use the Custom Display Designer to place the field on the data display and maintenance forms, customize the label, and use in any way that it chooses.
Special Needs	oinfotype3		spec3	Sites use the Custom Display Designer to place the field on the data display and maintenance forms, customize the label, and use in any way that it chooses.
Special Needs	oinfotype4		spec4	Sites use the Custom Display Designer to place the field on the data display and maintenance forms, customize the label, and use in any way that it chooses.
Tourney Needs	oinfotype1	Team	tourn	Name of the team assignment for the Guest for a tournament.
Tourney Needs	oinfotype2	Course	tourn2	The name of the course on which, or the location where, the tournament will be held.
Tourney Needs	oinfotype3		tourn3	Sites use the Custom Display Designer to place the field on the data display and maintenance forms, customize the label, and use in any way that it chooses.
Tourney Needs	oinfotype4		tourn4	Sites use the Custom Display Designer to place the field on the data display and maintenance forms, customize the label, and use in any way that it chooses.
Transportation	oinfotype1	Transportation Mode	tran	Names of airlines or train services that will be providing transportation.
Transportation	oinfotype2		tran2	Sites use the Custom Display Designer to place the field on the data display and maintenance forms, customize the label, and use in any way that it chooses.
Transportation	oinfotype3		tran3	Sites use the Custom Display Designer to place the field on the data display and maintenance forms, customize the label, and use in any way that it chooses.
Transportation	oinfotype4		tran4	Sites use the Custom Display Designer to place the field on the data display and maintenance forms, customize the label, and use in any way that it chooses.

This lookup table conforms to the Standard Lookup Table Layout.

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P

Priority

Table Name: priority

Used by the taskprior (Priority) field in the Task data table to define the priority of the Task row. Within the Events World, this is used to prioritize the Tasks that are linked to an Action, which are in turn linked either to an Event or an Activity row.

Required Entries

The following are required, standard lookup table entries if a user's Microsoft Outlook Tasks are updated when Tasks are entered in Millennium.

Code	Value
low	Low
normal	Normal
high	High

This lookup table conforms to the Standard Lookup Table Layout.

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R

Registration Status

Table Name: registration_status

Entries in this lookup table are used by the regstatus field in the Registration data table to describe the standing of a particular Registration row.

Examples of values in this table might be: Complete, Incomplete, or any other description that your institution wants to use.

This lookup table conforms to the Standard Lookup Table Layout.

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Response Type

Table Name: response_type

Entries in this lookup table are used by the corrresp (Response) field in the Correspondence data table to standardize the nature of the constituent's response.

Examples of values in this table might be: Accepted, Declined, Will decide later, etc.

This lookup table conforms to the Standard Lookup Table Layout.

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S

Source Types

Table Name: source_types

Entries in this lookup table are used by the Source field in all Millennium data tables, to indicate the source for this information. This is useful in evaluating the information and need for verification or in tracking the office that was responsible for entering the information.

Examples might be: Constituent, Relative, Advancement Office, Events Office, etc.

This lookup table conforms to the Standard Lookup Table Layout.

Seating Shapes

Table Name: seating_shape

Entries in this lookup table are used by the Table Shape field in the Seating Layout table. This controls the kind of graphic that is offered when you are arranging tables in the grid display of your room arrangement for an Activity. All entries in this lookup table are standard and required for Seating Layout component to perform correctly. Therefore, this lookup table is not available for standard table maintenance functions.

Required Entries

The following standard codes and values are the only entries which will be recognized by the system in the Seating Layout component of Events.

Code	Value
oval	Oval
rec	Rectangle
rnd	Round
row	Row
sqr	Square

This lookup table conforms to the Standard Lookup Table Layout.

Success Rating

Table Name: success_rating

Entries in this lookup table are used by evntsucces field in the Event data table, and by actvsucces in the Activity data table to allow your institution to assign a standardized evaluation of an Event or an Activity. These ratings may be defined in any way that your institution wants, using descriptive text, numeric evaluations, percentages or any other classification. The determination for the use of these Ratings is entirely at the discretion of the institution.

Entries in this lookup table might include values such as: Highly Successful, Successful, Not Successful, Highly Unsuccessful, 80%, 50%, Level 1, Level 2, etc.

This lookup table conforms to the Standard Lookup Table Layout.

T

Table Groups

Table Name: table_groups

Entries in this lookup table may be used by the Group (table_type) field in all lookup table entries in order to classify or group them. While you may define these Groupings and apply them in many situations for your own purposes, there are certain situations and certain standard entries that are used by the software to control functionality.

Specifically within the Event World, the Group field in an Other Lookup table entry is used to isolate certain entries for use in particular uses of the Other Info data table. When the standard Group codes are used in the Other lookup table entries, then the system will automatically present the appropriate entries in the various circumstances. Those entries are shown in bold text below. Other required entries are used in situations in the Profiles World.

Required Entries

This lookup table is a collection of the values and codes used by other lookup tables in the Group (table_type) field. Listed below are entries that are requires for the Event-related lookup tables. See the Profiles World Table Groups topic for the entries that are required by lookup tables in other Worlds of the software.

Code	Value	Use
av	Audio Video Needs	Used by the Events' Other Info Lookup table to indicate the type of Other Info data table (Audio Video Needs), and the field (oinfotype1) within it that will use that entry.
av2	Audio Video Needs 2	Used by the Events' Other Info Lookup table to indicate the type of Other Info data table (Audio Video Needs), and the field (oinfotype2) within it that will use that entry.
av3	Audio Video Needs 3	Used by the Events' Other Info Lookup table to indicate the type of Other Info data table (Audio Video Needs), and the field (oinfotype3) within it that will use that entry.
av4	Audio Video Needs 4	Used by the Events' Other Info Lookup table to indicate the type of Other Info data table (Audio Video Needs), and the field (oinfotype4) within it that will use that entry.
lodg	Lodging	Used by the Events' Other Info Lookup table to indicate the type of Other Info data table (Lodging), and the field (oinfotype1) within it that will use that entry.
lodg2	Lodging 2	Used by the Events' Other Info Lookup table to indicate the type of Other Info data table (Lodging), and the field (oinfotype2) within it that will use that entry.
lodg3	Lodging 3	Used by the Events' Other Info Lookup table to indicate the type of Other Info data table (Lodging), and the field (oinfotype3) within it that will use that entry.
lodg4	Lodging 4	Used by the Events' Other Info Lookup table to indicate the type of Other Info data table (Lodging), and the field (oinfotype4) within it that will use that entry.
menu	Menu Choice	Used by the Events' Item Name lookup table to indicate that the Item is a menu choice.
revent	Event Reports	Used by Report Groups to categorize a group for the Event library of templates.
spec	Special Needs	Used by the Events' Other Info Lookup table to indicate the type of Other Info data table (Special Needs), and the field (oinfotype1) within it that will use that entry.
spec2	Special Needs 2	Used by the Events' Other Info Lookup table to indicate the type of Other Info data table (Special Needs), and the field (oinfotype2) within it that will use that entry.
spec3	Special Needs 3	Used by the Events' Other Info Lookup table to indicate the type of Other Info data table (Special Needs), and the field (oinfotype3) within it that will use that entry.
spec4	Special Needs 4	Used by the Events' Other Info Lookup table to indicate the type of Other Info data table (Special Needs), and the field (oinfotype4) within it that will use that entry.
tourn	Tourney Needs	Used by the Events' Other Info Lookup table to indicate the type of Other Info data table (Tourney Needs), and the field (oinfotype1) within it that will use that entry.
tourn2	Tourney Needs 2	Used by the Events' Other Info Lookup table to indicate the type of Other Info data table (Tourney Needs), and the field (oinfotype2) within it that will use that entry.
tourn3	Tourney Needs 3	Used by the Events' Other Info Lookup table to indicate the type of Other Info data table (Tourney Needs), and the field (oinfotype3) within it that will use that entry.
tourn4	Tourney Needs 4	Used by the Events' Other Info Lookup table to indicate the type of Other Info data table (Tourney Needs), and the field (oinfotype4) within it that will use that entry.
trans	Transportation	Used by the Events' Other Info Lookup table to indicate the type of Other Info data table (Transportation Needs), and the field (oinfotype1) within it that will use that entry.
trans2	Transportation 2	Used by the Events' Other Info Lookup table to indicate the type of Other Info data table (Transportation Needs), and the field (oinfotype2) within it that will use that entry.
trans3	Transportation 3	Used by the Events' Other Info Lookup table to indicate the type of Other Info data table (Transportation Needs), and the field (oinfotype3) within it that will use that entry.
trans4	Transportation 4	Used by the Events' Other Info Lookup table to indicate the type of Other Info data table (Transportation Needs), and the field (oinfotype4) within it that will use that entry.

This lookup table conforms to the Standard Lookup Table Layout.

Task Status

Table Name: task_status

Used by the Status field in the Task table to describe the condition of the assignment that is described in the Task row, as defined by your institution. These might include such entries as, Completed, In Progress, Not Started, etc.

Required Entries

The following codes are needed to support the automatic updating of a user's Tasks in Microsoft Outlook, when Tasks are added via Millennium. You may add entries to this lookup table but should not change these codes and values.

Code	Value
ntstrt	Not Started
inprog	In Progress
comp	Completed
wait	Waiting on Someone Else
defer	Deferred

This lookup table conforms to the Standard Lookup Table Layout.

Tender

Table Name: tender

Used by the Tender field in the Event Income table to describe the method by which the Fee was paid (cash, credit card, etc.)

Required Entries

You may add entries to this lookup table but should not change these codes and values.

Code	Value
bank	Bank Draft
c	Cash (recommended)
cc	Credit Card
gik	Gift in Kind
sec	Securities
pp	Personal Property (recommended)
rp	Real Property (recommended)

This lookup table conforms to the Standard Lookup Table Layout.

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Event Lookup Table Maintenance

Though Lookup Tables are used within many of the worlds or Millennium, the Maintenance functions for the lookup tables are accessed within the Tools World. When the Event Lookups item is expanded in the Millennium Explorer, you will see the items, Descriptions which leads to this Help text, and Lookup Tables which leads to the Maintenance of the lookup tables themselves.

Lookup tables are standard SQL tables, but with the specialized purpose in Millennium of "driving" other fields in rows in data tables, or sometimes in other lookup tables. Usually within the other Worlds of Millennium, you will only see the Value field from the lookup table rows, but each entry consists of several fields of data.

When data rows are created or edited, the maintenance form includes pull-down list boxes for each of the fields that are driven by a lookup table. When that list is displayed, the Values from the lookup table are shown but when you choose one for that data field, it is the Code that is actually copied from the lookup table and stored as data in the data row.

When that data row is displayed, the system will use that code to "read" the lookup table as it is at that time, and display the Value field from the lookup row. If lookup table rows have been edited (or deleted) since the data row was created, the system still attempts to trace the code back to the current Value in the lookup table.

If the system cannot locate a lookup table entry that matches the code that is stored in the data row, the message, "Lookup not found" followed by the code that is stored in that field. This is true when the lookup has been deleted (although SQL data integrity checking makes this a rarity) and also when the user has not been given Table Security Access to that particular lookup row.

Therefore, care and planning must be used when lookup table entries are to be edited, or deleted.

Viewing Lookup Tables for Data Maintenance

The techniques for viewing and editing the individual rows in a lookup table are nearly identical to those used to view data rows in the Profiles World. Rather than using a Constituent Search form to identify the constituent whose data you want to see, you will used an index listing of all of the Millennium lookup tables. You may scroll through the list or use the index letters at the top of the page to jump to a particular place in the list.

Once a lookup table is identified, each of the rows is shown below a section header and edit button that includes the familiar buttons, Insert, Short, Long, Options, and Help.

The Short display is the default view and for most tables, it shows the Value, Code, Group, and Active Flag from each row, delineated by a separator bar. An Edit button is shown to the left. If you switch to the Long View, you will be shown all of the displaying fields for each row. For most tables, this includes the Access and Maintenance Group letters, an Amount 1 and Amount 2 field, and the Last Edit Date and UserId from its last edit.

Security may be applied to the display of the lookup table rows via the Access field. When the lookup rows are displayed, the system will examine the Millennium User Group (MUG) for the user who is logged in and will only display those lookup table rows where the MUG for the user is present in the Access field in the lookup table row.

There are three sort orders that may be applied to the accessible set of lookups. These choices are shown in a form accessed via the Options button in the section header edit button. The bottom of that form shows radio buttons for Value, Code, and Group (the table_type field which allows you to classify or group rows within the table, not the MUG). The system will display the lookup rows in ASCII order based on the data in the field that is selected from these buttons.

If the lookup table is very large, you may want to use the Find feature to automatically scroll the display to a particular entry. The Options form shows text boxes for the Value or Code and you may enter complete or partial data for either one. This will display the first row that conforms to the data you entered and all rows that follow in the chosen sort order. From this display, you may scroll "downward" only. To access the display of the rows that would display above the one you specified, you must re-access the Options form or the lookup table index.

To View Lookup Table Entries:

1. From the Millennium Explorer, expand the Tools World item and then click on Lookups. Click Event Lookup Tables.
2. From the resulting index list, click on letter for the name of the desired table, or scroll down the page until it is in view. Click the name of the lookup table.
3. The display frame will show all rows for which your UserId has been given Access.
4. To switch between Long and Short display, click on the edit button in the section header and select Display.
5. To locate a particular entry, click on the Options button in the section header edit button. Using the resulting form, type the desired entry's Value or Code, or partial information. Click OK to access that entry and all that follow it in the designated sort order.

6. To view the rows in a particular sort order:
   based on the data in their Code columns, click on the Options button in the section header edit button. Using the resulting form, click on the Code radio button.

   OR

   based on the data in their Value columns, click on the Options button in the section header edit button. Using the resulting form, click on the Value radio button.

   OR

   based on the data in their Group (table_group) columns, click on the Options button in the section header edit button. Using the resulting form, click on the Group radio button. Click OK.

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Creating and Editing Lookup Table Entries

The techniques for creating, editing, or deleting lookup table rows are essentially identical to the techniques for doing so in data tables. The Insert (create) button is located in the section header edit button shown to the left of each row, the maintenance forms display text boxes for free text columns, list boxes for lookup table driven columns, check boxes, etc.

There are no Default Insert forms for use when creating lookup table rows as there are for data tables.

To Create a Lookup Table Entry

1. To create a new entry in a lookup table, access the display of the desired table. Pass the mouse pointer over the edit button to the left of the table name for any existing entry, to access a context menu. Click the Insert item in that menu.
2. Type the desired text in the Value text box. This is the text that will appear in most display situations. (Though technically possible, we strongly recommend that no two rows in a single lookup table use the same data in the Value columns.)
3. Tab to the Code text box and enter the desired character (up to 6 characters) for the Code. This code must not be a duplicate of any other Code in the same lookup table or you will be given an error message.
4. Tab to the Active check box. Leave the check in place. (Inactive lookup table rows are not available for use in data maintenance in the Profiles World. They are available in list boxes in the Millennium Reporter.)
5. Tab to the Group list box and click on the down arrow to display all of the entries in the Table Groups lookup table. If desired, select an entry from that list.
6. Tab to the first Access text box. Edit the list as desired. Tab to the second text box and edit it as desired. (By default, these show all Millennium User Group (MUG) letters. You may delete any MUGs that should not have access (viewing) to this lookup table row. See the topic, Lookup Table Security.
7. Tab to the first Maintenance text box. Edit the list as desired. Tab to the second text box and edit it as desired. (By default, these show all Millennium User Group (MUG) letters. You may delete any MUGs that should not have the ability to edit or delete this lookup table row from the table. See the topic, Lookup Table Security.
8. Tab past the Amount 1 and Amount 2 text boxes (these are reserved for future use).
9. Tab to the Comment text box and enter any free text data that you want, concerning this lookup row. This may be up to 255 characters.
10. Click OK to create the row or click on Cancel to halt the process without creating the row.

To Edit a Lookup Table Entry

1. To edit an existing entry in a lookup table, access the display of the desired table. Pass the mouse pointer over the Edit button to the left of the desired row to access a context menu. Click the Update/Delete item to access a maintenance form.
2. In the resulting maintenance form, Tab to the desired text box or position the mouse pointer there and click. Use standard data entry techniques to edit existing data, add data, or remove data from any of the fields that you want.
3. When all data appears as you want, click on OK to Update the row, or Cancel to halt the process without updating the row.

To Delete a Lookup Table Entry

Note: Due to the nature of database Data Integrity checking, when you attempt to delete a lookup table row, the system will have to scan the entire data table(s) that use the lookup table. The amount of time required depends on the size of the data table(s), and could potentially take an extended period of time. This is done to verify that the lookup row is not referenced in a data row. If it is in use, you will be given an error message and will not be permitted to delete the row.

1. To delete an existing entry in a lookup table, access the display of the desired table. Click the Edit button to the left of the desired row to access a maintenance form.
2. Visually verify that you want to delete the row and click on Delete.

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Lookup Table Security

There are several types of security measures that are available within Millennium. Much is dependent on the Database Group to which a user is assigned, which in turn consists of any number of SQL Views of the data tables. That set of security functions apply to the data table rows and a user may be permitted or denied access to an entire data row based on his or her Database group assignment. See the topic, User Security.

Table Security is applied in a different manner. Each UserId may be assigned to an Millennium User Group (MUG) which is a one-character designation that acts as an identification flag for a set of users. One of the functions of the MUG is to permit or deny access to particular lookup table entries.

Each lookup row includes fields for Access and Maintenance, followed by a set of upper and lower case letters. These represent the MUGs that will be permitted to Access or Maintain that particular lookup table entry. This does not affect the user's ability to access the data row that uses the entry but it may affect the ability to see a particular column's data, if it uses a lookup entry for which the user has not been given access.

For example, a user with a MUG of G might access an Activity row that uses a lookup table entry. If that entry does not include a G in the Access field, the data row will still display but in the place where you would expect to see that lookup entry, you will see the message, "Lookup not found." If that user accesses a data maintenance form for that data table and displays the pull-down list box, that table entry will not appear.

The Maintenance field in the lookup table controls the user's ability to access and edit the lookup entry within the Tools World's Lookup Table Maintenance function. If a user's MUG does not appear in the Maintenance text boxes for the lookup entry, that user will not be shown that row in the display of the lookup table in the Tools World (and therefore cannot edit or delete them).

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