All identification fields in a Mandrel database can be configured as list fields, i.e. they can have an associated list of data items from which an entry for that field can be selected. The Actionees field, which is used with actions associated with cost items also has an associated list. Lists may be built up and subsequently edited via the List Editor.
Lists can be open or fixed. An open list is one into which you can type a new entry if it is not already part of the list, and that entry will then become a permanent part of the list. Fixed lists, in contrast, do not permit new entries, but only allow selection from the existing list. The Actionees field is an open list, but identification field lists may be open or fixed.
While open lists can be built up by successive direct entries in the normal course of data entry, it can be convenient to pre-define these lists before data entry begins. If the list is a fixed list, direct entry is not permitted and the list must be pre-defined. In both cases the list is defined using the List Editor.
In addition to defining lists, the List Editor provides a means of updating lists and globally replacing a name or other list entry across an entire datafile.
Use menu call Editing/More Edit Functions/List Editor to call the List Editor:
Editing a List
First, select the list to be edited via the drop-down menu at the top of the List Editor. The items currently in that list will appear in the editing box. The list style (sorted or unsorted) will be displayed above the editing box.
Adding a New Item to a List
Click on the Add Item button, then type the name of the new item. To add further names you may use either the Enter key on your keyboard or the Add Item button. Blanks and duplicates will be rejected when the list is subsequently saved.
Removing an Item from a List
Select the item to be removed, then click on the Remove Item button. If you remove an item that is in use in your datafile, you will be notified of this when you exit from the List Editor and will be given the opportunity to reverse the deletion. If you do, the item will be replaced at the bottom of your list if it is an unsorted list.
Changing an Item in a List
Select the item to be changed, then type the new text as required. Use the Backspace key or the Delete key on your keyboard to remove the old text. You will be given the opportunity to propagate this change throughout your datafile when you exit from the List Editor (see below).
Repositioning an Item in a List
Select the item to be repositioned, then use the Change Position up/down arrows to alter the position of the item in the list. This facility is intended for use with unsorted lists since there is little point in repositioning items in a sorted list.
You can edit more than one list in a single session, so saving a list does not cause an exit from the form. Click Save List to save any changes you have made to a list. On doing so, the edited list will be shown in alphabetical order if it has been specified as a sorted list, otherwise the data will be shown in the order in which it was input. Any blanks or duplicates will disappear.
Click Undo Changes to reset the current list back to its initial state when you entered the List Editor. Any changes you have made since then will be lost.
Printing a List
Click on Print List. A printer selection form will appear. Select a printer, and the current list will be printed.
Replacing Names Across the Datafile
1. Select the appropriate list
2. Change one or more items in the list, as required
3. Click on Save List, then click on Exit.
A message box will appear, confirming your changes and asking if you want to implement those changes throughout your datafile. Selecting Yes will cause immediate replacement of the changed items within your datafile in the context of that list.
The List Editor will only replace names within the selected context. If you wish to replace the same name in two separate lists, you must edit both lists.
Replacing Multiple Names With a Single Name
If an individual in the Actionees list, for example, is known by multiple names, such as Joe Bloe, J. Bloe, Joe, etc., it can be difficult to ensure that all references to this person are included in a report. If this occurs, you can collapse all names into a single name, and then propagate this change throughout your datafile:
1. Change all instances of the name to a single name, e.g. edit both J. Bloe and Joe to Joe Bloe.
2. Click on Save List, then click on Exit.
3. Allow the changes to be propagated throughout your datafile.