Lookups Configuration

Select Configuration → Misc → Lookups from the navigation menu. Configure items populated in dropdown boxes throughout the entire EPMWARE application. Select a Lookup by using Search by Name or Description or by scrolling using the arrow buttons on the upper right.

Lookups configuration screen with search and navigation

Overview

Creating Lookups – Add new lookup tables for custom dropdowns.
Lookup Codes – Add, edit, and manage lookup values.
System Lookups – Review seeded lookup tables provided by EPMware.
Lookup Usage – Understand how lookups are used in properties, UDFs, and other configurations.

Lookup Structure

Lookup Components

Each lookup consists of two parts:

Lookup Header
- Name - Unique identifier (no spaces, uppercase recommended)
- Description - Business-friendly description
Lookup Codes
- Enabled - Active/inactive flag
- Lookup Code - Stored value in database
- Meaning - Display value in UI
- Description - Additional context or help text
- Display Seq# - Sort order for display
- Tag - Additional metadata associated with the lookup code

Use the navigation bar to browse lookups:

Search by Name - Find lookups by identifier
Search by Description - Find lookups by description text
Arrow Buttons - Navigate through lookup records
Page Controls - Jump to specific pages

Navigation controls for browsing lookups

Creating Lookups

Creating a new lookup header

Field	Description	Example
Name	Unique identifier	REQUEST_TYPES
Description	Business description	Types of metadata requests

Add New Lookup

Click the + icon in the header section
Enter lookup details such as Name,Description.
Click Save to create the lookup header

Naming Convention

Use UPPER_CASE_WITH_UNDERSCORES for lookup names to maintain consistency and improve readability.

Delete Lookup

Click the trash icon in the header section
Confirm deletion

Lookup Dependencies

Ensure the lookup is not referenced in any configuration before deletion. Check: - User Defined Fields - Property configurations - Logic Builder scripts

Lookup Codes

After creating a lookup header, add individual values (codes) that will appear in the dropdown.

Info

The Lookup record must be saved before a Lookup Code can be added.
Caution: Seeded Lookups are not allowed to be edited or deleted. They are Read only.

Lookup Code Fields:

Field	Required	Description	Example
Enabled	Yes	Activate/deactivate code	Checked
Lookup Code	Yes	Value stored in database	NEW
Meaning	Yes	Value displayed to users	New Request
Description	No	Additional information	Create new metadata
Display Seq.#	Yes	Sort order (lower = first)	10
Tag	Yes	TAG stores additional system-level metadata associated with the lookup code. Its meaning varies based on the lookup type and is used for store value, mapping, or navigation purposes	ShareData / https://admin-guide..

Add Lookup Code

Click the + icon in the codes section
Configure the lookup code:

Add New Lookup Code dialog
Click Save to add the code

Add Multiple Lookup codes using File

The Upload Lookup Codes option allows users to load multiple lookup codes in bulk using a .csv template.

Process:

Click on the Upload Lookup Code option.
Download the upload template.
Populate the template with the required group details.
Upload the completed file and click Process.

Edit Lookup Code

Right-click on a code row
Select Properties from menu
Modify fields as needed
Click Save to apply changes

Lookup Code Properties dialog

Delete Lookup Code

Right-click on a code row
Select Delete from menu
Confirm deletion

Single Deletion

Only one lookup code can be deleted at a time.

Managing Display Order

Control the sequence of values in dropdowns using Display Seq.#:

Values are sorted by Display Seq.# (ascending)
Use increments of 10 for easy reordering
Example sequence: 10, 20, 30, 40...

System Lookups

EPMware includes seeded lookups that are essential for system operation. These lookups are read-only and cannot be modified or deleted.

Common System Lookups

Lookup Name	Purpose	Used In
Workflow Priorities	Request priority levels	Workflows
EW_DEPLOYMENT_TYPES	Deployment Type Options	Deployment Manager
Workflow Task Actions	Workflow task actions	Workflow Builder
EW_HP_DATASTORAGE_OPTIONS	Planning Data Storage Property Options	Property configuration
EW_PROPERTY_DISPLAY_TYPES	EPMWARE Properties Display Types	Property configuration

Read-Only

System lookups are marked as read-only and cannot be edited. They are maintained by EPMware and updated through system upgrades.

Viewing System Lookups

While system lookups cannot be modified, you can: - View their values for reference - Understand available options - Use them in configurations - Reference in Logic Builder scripts

Lookup Usage

User Defined Fields (UDFs)

Lookups are commonly used to populate dropdowns in User Defined Fields:

Navigate to Configuration → Misc → Global Settings
Select User Defined Settings tab
Configure UDF with lookup:

Property Configuration

Use lookups for member property values:

Navigate to Configuration → Properties → Configuration
Set property Display Type to "List of Values"
Reference lookup in configuration

Logic Builder Integration

Reference lookup values in scripts:

        SELECT l.LOOKUP_ID, l.NAME, l.DESCRIPTION, c.LOOKUP_CODE, c.MEANING 
        FROM ew_lookups l, ew_lookup_codes c
        WHERE l.lookup_id = c.lookup_id
          AND l.name = :lookupName
          AND c.lookup_code = :value
          AND c.enabled = 'Y'
    `;

Common Lookup Examples

Example 1: Business Units

Lookup Name: BUSINESS_UNITS
Description: Company business unit codes

Codes:

Code	Meaning	Description	Seq
CORP	Corporate	Corporate headquarters	10
NA	North America	NA operations	20
EMEA	Europe, Middle East, Africa	EMEA region	30
APAC	Asia Pacific	APAC region	40
LATAM	Latin America	LATAM region	50

Example 2: Cost Center Types

Lookup Name: COST_CENTER_TYPES
Description: Types of cost centers

Codes:

Code	Meaning	Description	Seq
DIRECT	Direct	Direct cost center	10
INDIRECT	Indirect	Indirect/overhead	20
ADMIN	Administrative	Admin support	30
CAPITAL	Capital	Capital projects	40

Best Practices

1. Naming Conventions

Lookup Names: Use UPPERCASE_WITH_UNDERSCORES
Descriptive Names: Make purpose clear (e.g., REQUEST_PRIORITY not just PRIORITY)
Avoid Spaces: Never use spaces in lookup names
Consistent Prefixes: Group related lookups (e.g., FIN_ACCOUNT_TYPES, FIN_CURRENCIES)

2. Code Management

Meaningful Codes: Use recognizable abbreviations
Consistent Format: Maintain consistent code patterns
Sequence Gaps: Use increments of 10 for flexibility
Description Usage: Provide helpful descriptions for complex codes

3. Performance

Limit Size: Keep lookups under 500 values
Enable/Disable: Use enabled flag instead of deleting
Optimize Queries: Index lookup tables properly
Cache Frequently Used: Consider caching static lookups

4. Maintenance

Document Purpose: Clear descriptions for all lookups
Regular Review: Audit lookups quarterly
Archive Unused: Disable rather than delete old codes
Version Control: Track changes through migration

Integration Points

Where Lookups Are Used

Module	Usage	Configuration Location
User Defined Fields	Dropdown values	Global Settings → UDF Settings
Property Configuration	Property LOVs	Configuration → Properties
Workflow Builder	Priority levels	Workflow → Builder
Email Templates	Template selection	Configuration → Email
Reports	Filter options	Audit → Reports
Logic Builder	Validation lists	Logic Builder scripts

Dynamic vs. Static Lookups

Static Lookups - Defined in Lookups module: - Fixed set of values - Maintained by administrators - Version controlled - Cached for performance

Dynamic Lookups - Generated via SQL: - Values from queries - Real-time data - Context-sensitive - Used in LOV SQL

Troubleshooting

Common Issues

Issue	Cause	Solution
Lookup not appearing in dropdown	Not enabled or wrong name	Verify enabled flag and exact name match
Values in wrong order	Display sequence incorrect	Adjust Display Seq.# values
Cannot edit lookup	System lookup	System lookups are read-only
Duplicate values showing	Multiple enabled codes with same meaning	Check for duplicate enabled codes
Lookup deletion fails	Referenced in configuration	Remove all references before deleting

Validation Queries

Test lookup configuration:

-- Check lookup exists and is active
SELECT l.name, l.description, COUNT(c.lookup_code) code_count
FROM ew_lookups l
LEFT JOIN ew_lookup_codes c ON l.lookup_id = c.lookup_id
WHERE l.name = 'YOUR_LOOKUP_NAME'
  AND c.enabled = 'Y'
GROUP BY l.name, l.description;

-- View all codes for a lookup
SELECT lookup_code, meaning, description, display_seq_num
FROM ew_lookup_codes c
JOIN ew_lookups l ON l.lookup_id = c.lookup_id
WHERE l.name = 'YOUR_LOOKUP_NAME'
  AND c.enabled = 'Y'
ORDER BY display_seq_num;

Migration Considerations

When migrating lookups between environments:

Export Order:
Export lookups before configurations that reference them
Include both header and codes
Dependencies:
Check UDF configurations
Verify property configurations
Review Logic Builder scripts
Environment-Specific:
Some lookups may be environment-specific
Document which lookups vary by environment

User Defined Settings - Configure UDFs with lookups
Property Configuration - Use lookups in properties
Logic Builder - Reference lookups in scripts
Adminstration - Adminstration -Services and Migration
Workflow Builder - Priority lookups in workflows