Specifying Values for Drop-Down Selection Lists

A number of fields in iAccess provide drop-down lists for selecting valid values. Most of these system fields have a default set of values, but you can add other values, delete default values that you do not want to use, change the order of the values in selection lists, and edit existing default values.

Ajera CRM and iAccess share these fields and related lists of values. When you change the list of valid values for one of the fields, that change occurs in both Ajera CRM and iAccess.

Use the Code Table Maintenance form in Ajera CRM (Configuration > General > Code Tables) to specify the lists of valid values for system fields. Click the field name in the grid on that form to open a dialog box that lists the current values for that field. In that dialog box, you can insert new values into the list, delete values, change the order that the values are displayed in the list, and change the description for existing values.

Note: Some system fields have one or more special values that you cannot remove because iAccess requires them for internal processing. You can, however, change the description that displays in drop-down lists for those values.

Example: Values for the Opportunity Source Field

When you implement iAccess, you use the Code Table Maintenance form in Ajera CRM to review and modify the current valid values for system fields that display in iAccess, including the Opportunity Source field. You delete any of those values that do not apply to your firm, and you click Insert to add any potential sources of new business that were not included in the default list of values (a specific trade journal or industry organization, for example).

The values that you define for Opportunity Source then become the only values that can be selected in the SOURCE field in iAccess when someone adds a new opportunity.

System Fields Used in iAccess

This table provides a list of the system fields used in iAccess, describes where the fields are used, and provides any additional information you need to set up and maintain the lists of values.

For this System Field...	Create a list of possible...	The values for this field are used in the...
Company Role	Roles for a company for an opportunity. Note: By default, this field has Owner in its list of values. You cannot delete that value, but you can change its label.	ROLE field in the Companies grid on the Team tab in the Opportunities area ROLE field on the Associations tab in the Companies area
Company Market	Primary general markets in which a company might participate (for example, Commercial , Health Care , Federal Government ).	MARKET field on the Add/Edit Company form in the Companies area
Company Relationship	Relationships a company could have with your firm. For example, for a client company, the field might contain Existing or Former.	RELATIONSHIP field on the Add/Edit Company form in the Companies area
Company Specialty	Types of services or products in which a company specializes.	SPECIALTY field on the Add/Edit Company form in the Companies area
Company to Company Relationship	Relationships a company could have to an associated company (for example, Parent or Subsidiary).	RELATIONSHIP field on the Associations tab in the Companies area
Contact Role	Roles for a contact for an opportunity. Note: By default, this field has Owner Contact in its list of values. You cannot delete this value, but you can change its label.	ROLE field in the Team Members grid on the Team tab in the Opportunities area ROLE field on the Associations tab in the Contacts area
Contact Source	Sources of your relationships with contacts (for example, Client Reference or Trade Show). Notes: By default, this field has GovWin IQ in its list of values. You cannot delete that value, but you can change its label. This field allows users to either select from the list you set up or enter a value that is not on the list.	SOURCE field on the Add/Edit Contact form in the Contacts area
Contact Title	Contact job titles. Note: This field allows users to either select from the list you set up or enter a value that is not on the list.	TITLE field on the Add/Edit Contact form in the Contacts area TITLE field on the Contacts tab in the Companies area
Contact to Contact Relationship	Relationships a contact could have to an associated contact (for example, Ex-coworker, Friend, Administrative Assistant).	RELATIONSHIP field on the Associations tab in the Contacts area
Country	Countries for opportunity, company, or contact locations.	COUNTRY field on the Add/Edit Opportunity form in the Opportunities area COUNTRY fields on the Add/Edit Company form in the Companies area COUNTRY fields on the Add/Edit Contacts form in the Contacts area
County	Counties for opportunity locations. Note: This field allows users to either select from the list you set up or enter a value that is not on the list.	COUNTY field on the Add/Edit Opportunity form in the Opportunities area
Employee Role	Roles for an employee for an opportunity. Note: Project Manager, Principal, and Supervisor are not included in the list of values for this field, but they are always available when you select employee roles. You do not need to add those values on the Code Table Maintenance form.	ROLE field in the Team Members grid on the Team tab in the Opportunities area
Employee to Company/Contact Relationship	Relationships an employee could have to an associated company or contact (for example, Former Employee, Friend, Former Colleague).	RELATIONSHIP field on the Team tab in the Companies area RELATIONSHIP field on the Team tab in the Contacts area
Master Contract	Types of master contracts for an opportunity.	MASTER CONTRACT field on the Add/Edit Opportunity form in the Opportunities area
NAICS	North American Industry Classification System (NAICS) codes and descriptions for an opportunity. Notes: The default list is very long. If you expect to use only a small subset of the codes, you can delete the others to make the drop-down lists more efficient to use. You can add codes, change the code descriptions, and delete codes, but you cannot change the codes themselves once they are saved.	NAICS field on the Add/Edit Opportunity form in the Opportunities area
Opportunity Award Type	Award types for an opportunity (for example, IDIQ - GWAC, IDIQ - Agency Specific, BPA).	AWARD TYPE field on the Add/Edit Opportunity form in the Opportunities area
Opportunity Closed Reason	Reasons for closing (no longer actively pursuing) an opportunity.	REASON field on the Close Opportunity dialog box, which is displayed from the toolbar in the Opportunities area
Opportunity Competition Type	Competition types (small business statuses) for an opportunity (for example, HubZone or Woman Owned Small Business Set-Aside ).	COMPETITION TYPE field on the Add/Edit Opportunity form in the Opportunities area
Opportunity Contract Type	Contract types for an opportunity (for example, Cost Plus Fixed Fee or Time and Materials).	CONTRACT TYPE field on the Add/Edit Opportunity form in the Opportunities area
Opportunity Milestone	Milestone activities for an opportunity (for example, Initial Meeting or Internal Marketing Meeting). Note: This field allows users to either select from the list you set up or enter a value that is not on the list.	NAME field in the Key Milestones grid on the Activities tab in the Opportunities area
Opportunity Probability	Probability percentages and descriptions for an opportunity (for example, 60 and Proposal Stage, 70 and Reviewed and Submitted Proposal). Note: The values you enter in Code in the Opportunity Probability dialog box should be whole number percentages in the range from 0 to 100. iAccess uses that value, along with the estimated revenue amount for an opportunity, to calculate a weighted revenue amount.	PROBABILITY field on the Add/Edit Opportunity form in the Opportunities area
Opportunity Source	Sources of an opportunity (for example, Client Contacts, Marketing Campaign, GovWin IQ). Note: By default, this field has GovWin IQ in its list of values. You cannot delete that value, but you can change its label.	SOURCE field on the Add/Edit Opportunity form in the Opportunities area
Opportunity Stage	Pipeline stages for opportunities (for example, Lead, Proposal, Won). Note: In addition to defining stages, you can identify the "closed" stages, stages to which opportunities that are no longer actively pursued are assigned (a Lost stage and a Won stage, for example). Only these stages can be selected in STAGE on the Close Opportunity dialog box.	STAGE field on the Add/Edit Opportunity form in the Opportunities area STAGE field on the Close Opportunity dialog box, which is displayed from the toolbar in the Opportunities area
Opportunity Type	Types of opportunities (for example, Laboratories, Medical Facilities, Office Buildings.	TYPE field on the Add/Edit Opportunity form in the Opportunities area
Our Role	Roles for your firm for an opportunity (for example, Prime, Subcontractor, Unknown).	ROLE field on the Add/Edit Opportunity form in the Opportunities area
States/Provinces	States or provinces for opportunity, company, or contact locations. Note: To specify states and provinces, first select the country in which they are located. The countries that are available for selection are those you specify for the Country system field.	STATE/PROVINCE field on the Add/Edit Opportunity form in the Opportunities area STATE/PROVINCE fields on the Add/Edit Company form in the Companies area STATE/PROVINCE fields on the Add/Edit Contacts form in the Contacts area

System Fields Not Restricted to the List

Like other system fields, the following fields provide drop-down lists of values, but they also allow users to enter a value that is not on the drop-down list for the field:

• Contact Title
• Contact Source
• Employee Title
• County
• Opportunity Milestone

Fields that are not restricted to the options on the drop-down list behave differently from other fields in a couple of other ways also:

• If you delete one of the values from the list of standard values for the field, those deleted values remain in any records for which they were previously selected. For fields that restrict entries to values on the drop-down lists, deleting a value removes that value from all records for which it was previously selected.
• If you change a value in the list of standard values using the Code Table Maintenance form (correct a typing error, for example), that change does not affect any records for which that value was previously selected. For fields that restrict entries to values on the drop-down lists, changing a value using the Code Table Maintenance form also changes that value in all records for which it was previously selected.

When a user enters a value that is not in the drop-down list, that entry only applies to that one instance. It is not added to the standard list of values for that field. The only way to add a new value for a system field is to add it using the Code Table Maintenance form.

Deleting Values

To delete a value from the list for a system field, use the Code Table Maintenance form to display the list of values, select the value in the grid, and click Delete.

In most cases, if the item you want to delete was previously selected for an opportunity, company, or contact, iAccess displays a warning message. If you continue and delete the value, it is removed from all records for which it was selected. The exceptions are values for system fields that allow users to type in values that are not included in the drop-down list. For those fields, the value selected for opportunities, companies, or contacts remains in those records after you delete the value from the list.

Some system fields have one or more default values that cannot be deleted because iAccess requires them for internal processing. Those values are noted in the table above.

For More Information

For more information about specifying values for system fields in Ajera CRM, display the Ajera CRM online help and, in the Contents pane, go to Configuration Overview > General Configuration Overview > Code Tables Setup Overview.