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J. J. Keller Support Center

Other Setup - Lookups (Drop-downs), Vehicle Management

About Lookups 

There are several lookups you can affect in Vehicle Management:

  • Carrier Type
  • Unit Type
  • Unit Make
  • Fuel Type
  • Towed Unit
  • Owner Type
  • Powered Unit Cab Type
  • Tire Size
  • Rim Size
  • Axle
  • Weight

 

If you're using Encompass® , Encompass® Compliance or Encompass® Premium, you will see many, many more.  These instructions will address the basic approach to setting up lookups.  They all are subject to these types of steps.

 

Steps to Setup Lookups

To View Lookup Values

  1. Start from the Vehicle Management Tab and select "Setup"
  2. On the left side of the screen, locate the main heading "Maintain Lookups"
    • Notice that there are sub-sections -- i.e., Company or Unit
    • These sub-sections align with a tab name -- i.e., Unit aligns with the Unit Tab
  3. Select a link like "Unit Type"
  4. Review the list of values already in the system.  
    OtherSetup_VMLookups_04.png
    1. By default, we've already setup many commonly used values for you. These are considered default values and you can't delete them
    2. You can only "Edit" and turn off a system lookup value
    3. Notice that the far right column "Show in LIst?" shows "Yes" for the values; this means it will show in the interface when adding or editing information

 

To Edit and Turn off a Defaulted Value

  1. From the Lookup Listing View, click "Edit" (far right of the item)
  2. Uncheck "Show in List?" checkbox
  3. SAVE
  4. The item will now register with "Show in List?" as "No"

 

To Add a New Value 

  1. From the Lookup Listing View, select "Add...Item"  (In this case, the button will read "Add New Unit Type Item")
  2. Enter a Name for the Value
    • Make sure "Show in List?" is checked (or the item will not show up)
  3. Some lookups -- like Unit Type -- come with additional settings
    • For Unit Type, select a "Vehicle Type" from the drop down
    • Screen will refresh and give you some more settings -- Minimum MPG and Maximum MPG
  4. Click SAVE
  5. View Success Message
  6. Note the Item is now on the listing

     

 

To Delete the Item When There's No Records Associated with It

  1. From the Lookup Listing View, locate the item for deletion
  2. Click the "del" link (far right)
  3. Confirm the deletion by clicking "Yes"
  4. View Success Message
    • Note the Item is no longer on the listing

 

To Delete the Item When There ARE Items Associated with It

The system won't let you easily delete a lookup when you've got records using the lookup.  It will ask you to replace the lookup with a different value or to turn it off instead. 

  1. From the Lookup Listing View, locate the item for deletion
  2. Click the "del" link (far right)
  3. Confirm the deletion by clicking "Yes"
  4. You will get a screen warning you that the value is being used by records in the system
  5. You'll have two choices
    • Make the item inactive (the recommended option)
    • Replace all instances of this with... a different active value

    • We recommend the inactivation because we've found customers often delete an item only to find they need to use it again somewhere else.  If you choose the second option, the value is deleted completely and replaced with the new value for all associated records.
      • Customers sometimes get confused when they had a large number of units (i.e., 50) with one type of lookup and then replace it with a different one.  
        • Their numbers for the existing lookup increase (i.e., by 50), and they can't figure out which records were involved.  
      • Inactivating means the old value is still in the system; it just isn't on to be selected any longer.
        • It will still show for the records it's assign to.
        • Thus, it will also be easier to detect who has this older value.
  6. View Success Message
  7. Depending on which option you selected:
    • The item has been deleted from the list entirely (as in the above example).
    • The item is either still showing in the list with "Show in List?" as "No"
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