12.19. Reference Data Maintenance Handling

Reference Data can be thought of as enumerated data types, for which it is possible to define a set of valid values. A typical example of a Reference Data type is “Type of Business”, with values “Proportional Treaty”, “Non-proportional Treaty”, etc. Each Reference Data value is stored in only one place, but can be referenced from several sources. This means that if, for example, the name of a Reference Data value is changed, the change will be reflected everywhere the value is used (referenced).

Reference Data values are typically presented in drop-down lists, allowing the user to select one of the available (valid) values.

A Reference Data value, which has been in use and later been inactivated is still ‘visible’ in the system. The user can easily see where it has been used. The inactivated value is even ‘visible’ after the window, in which it has been used, has been edited. If, however, a new value has replaced the inactivated value, the inactivated value will no longer be available for selection.

Refer to Inactivating and Deleting Reference Data Valueslater in this chapter for more information.

Reference Data Maintenance icon

Click the Reference Data Maintenance icon to see the Reference Data Maintenance window.

From the Reference Data Maintenance window, you can create new reference data values and establish dependencies between values. It is also possible to create user-defined Reference Data types that can be used in user defined windows.

The Reference Data Maintenance window gives you access to several hundred Reference Data types, each having several reference data values.

For this reason, the window offers different features for searching for data types and values. You can use the radio buttons on the right hand side of the window to filter the list of data types. You can e.g. decide to see only non-static data types, by selecting the “Not static” radio button.

If you select the “Classification” radio button, you will see only the data types that are used in Section (Scope of Cover) and Accounting Classification.

Search for Reference Data Types by Name

If you want to search for a particular data type by name - or if you want to limit the list data types to those matching a partial name - you can do the following:

To search for Data Type by name:

1. Position the mouse pointer on the “Name” column.
2. Select Find in Name from the pop-up menu
3. Enter the name of the Reference Data Type. You can use wildcards (# or *). Note that the system automatically puts a * at the end of the name. I.e. if you enter “Class” as search string, you will see all data types having a name that starts with Class.

Search for Reference Data Types by Value #

On the Reference Data Maintenance window there is a button named Find Value.

The purpose of this function is to help you find a particular data type. Let’s say you have been requested to add a value to one of the drop-down lists in the system, but you don’t know exactly which reference data type that is displayed in this drop-down list. You can then use one of the existing values in the drop-down list to identify the correct data type.

When you click the Find Values button, you see the Find Reference Data window.

Enter the name of the value you want to search for. When you click Find Now you will get a list of all the data types that contain that value. When you select an item in the list, it also sets the selection in the Reference Data Maintenance, so you can see the list of values for that type.

Things to note about the find window:

• The search is not case sensitive.
• You can use wild cards:
• #(hash) to stand for a single character
• *(asterisk) for any sequence of characters (0 or more)
• If you type something into both search fields, it finds those values that match both.

Reference Data Types #

There are three kinds of Reference Data types in SICS:

Static: Static data types have a fixed set of system-defined values. You may change the name of the values, but you cannot add new values to a static data type, nor can you delete any of the values.

Not Static: If a data type is not static, it means new values can be added. A not static data type may contain some system-defined values that cannot be deleted.

User Defined: A user defined data type is created/defined by your own company. User defined data types can only be used within user-defined fields.

When you select a reference data type, a description of the data type will appear in the note field below the display list.

Viewing and Editing Reference Data Types #

If you select a Reference Data Type and click the right mouse button, you can chose to View or Edit the data type properties.

The window show the name of the data type and some technical information - like the data type’s code value and which Java Class the data type corresponds to.

Hint: If you have opened a window somewhere in the SICS system and you see a drop-down list, and you want to know which Reference Data Type this drop-down list corresponds to - you can do the following: Position the mouse pointer on the drop-down list and click the right mouse button. You will then see the Reference Data Type window above, with information about the data type.

It is possible to change the name and description of a Reference Data type. Changing the name of a data type may be relevant for e.g. the “Additional Classification” reference data types. The purpose of these data types is to allow you to define your own classification types for Section- (Scope of Cover) and Accounting Classification.

Reference Data Dependency Types #

In the second tab of the Reference Data Type window you see the dependency types that exists between the selected data type and other data types.

If there is a dependency type between data type T1 (parent) and T2 (child) it means that you can create parent-child dependencies between values from T1 and values from T2.

If you double click a dependency type you see a window with some more information about the dependency type.

The purpose of parent-child dependencies - and how to create them - is explained further below.

User defined Dependency Types #

Most dependency types are system defined. But your company can also define user defined dependency types, between those data types that are used for Section- (Scope of Cover) and Accounting Classification. (Note: It is NOT relevant to create Dependency Types between Reference Data Types that are not used in Section- and Accounting Classification).

SICS offer 28 so called “Additional Classification” data types. Whether these data types are in use for Section- and Accounting Classification is defined in the Base Company specific system parameters. If your company chooses to use e.g. Additional Classification 1, you can also decide that this data type should have a dependency type to e.g. “Sub Class of Business”. In other words, you can make the “Additional Classification 1” values dependent on the Sub Class of Business values.

More concretely, this means that when a user selects “Additional Classification 1” values in the Section Classification window (e.g. within the Create Business Wizard) - the list of available values will depend on which Sub Class of Business value(s) that have already been selected.

To create a new dependency type you must select “Add..” from the pop-up menu in the dependency types list. Make sure that you define it correctly in terms of which data type becomes the parent and which one becomes the child.

When you create the Dependency Type you must select “Section- and Accounting Classification (Coverage)”. If you define the dependency type as “Generic”, the system will not take the dependency type into consideration for functionality related to Section- and Accounting Classification.

If you create a dependency type from “Additional Classification 1” (child) to e.g. Sub Class of Business (parent), you must remember to create a dependency from each “Additional Classification 1” value to a Sub Class of Business value. You create dependencies between reference data values in the Dependencies tab (Reference Data Maintenance window). See more information about this further below.

Reference Data Values #

The available values of a Reference Data Type are typically defined during system installation/customisation. The values will normally remain unchanged for long periods of time. When required, new values can be added.

There are two kinds of Reference Data values:

System Defined values: A system defined can be regarded as part of the SICS system. These values are added to the database during system installation. A system-defined value cannot be deleted from the database. It can, however, be inactivated. If a value is inactivated, it will not appear among the selectable values in the corresponding drop-down lists. It is also possible to change the name of a system-defined value.

User Defined values: A user-defined value is one that your company has added to the system. These values are typically added to the system during the implementation phase. Occasionally, your company may decide to add new values for certain data types. It is not the intention that ordinary users should add new reference data to the system on had-hoc basis. Therefore, security access for adding new values is normally granted to a small number of System Administrator users.

Each Reference Data value has a code and a name.

The code(maximum 15 characters) is used for easy reference, for example, in reporting. For that reason, the code should be kept as short as possible. Once entered, the code value cannot be changed. The reason is that the code is used in the primary key of the Reference Data table, and in the foreign keys referring to this table. The code is always stored in upper case letters.

The code values are seldom displayed to the users of the system. Instead, the users see the name of the values.

The name(maximum 60 characters) is a more detailed description of the value.

Each Reference Data value may have several names; one name per language. New languages can be added to the system by adding new values to the Language reference data type.

If the system language is changed (in the System Parameters window), the Reference Data values will be displayed according to this language. If a value does not have a name for the selected system language, the default (fixed) name for the value will be shown.

External Code for Reference Data Value #

In addition to the SICS code and name for each Reference Data Value, it is optional also to enter an External Code.

This code (maximum 50 positions in record) can be modified. The code is not displayed anywhere else in the system than in Reference Data.

By entering an external code (e.g. the same code as used in interfacing applications), this code may be used in web services as reference to the value of the specified Subclass Number instead of the SICS code.

The system will find and use the corresponding SICS code to do the applicable validations and updates according to existing functionality.

Inactivating and Deleting Reference Data Values #

If you want to remove a reference data value from the system, you can either delete it or inactivate it. If you delete a value, the value is removed from the database. If you inactivate a value, the value still exists in the database (and it can later be re-activated again), but the value disappears from drop-down lists, etc. The value will be “logically” deleted.

System-defined values cannot be deleted-only inactivated.

If you try to delete or inactivate a reference data value, the system first checks to see whether the value is being used (referenced) anywhere in the system. If it is being used, you cannot delete or inactivate it. Before you can delete or inactivate a value, you must first remove all references to it.

Note! A “parent-child dependency” to another reference data value counts as a reference. You must therefore remove dependencies to a value before you can delete or inactivate it.

Note! You cannot change the Active property (check box) in the Properties window for a reference data value. Instead, you must select the value from the list (in the Reference Data Maintenance window) and use the “Active” menu-choice from the pop-up menu.

Creating New Reference Data Values #

To create a new Reference Data value:

1. In the Reference Data Maintenance window: Select the Data Type for which you want to create a new value.
2. Click in the table in the bottom half of the window.
3. Select New from the pop-up menu.

You see the Create Reference Data Value window.

Name: Enter a description (name) of the new value. This description will be presented to the users of the system, for example, in drop-down lists.

Code: Enter a short code (max. 15 letters). This code is the reference code for the new value. The code plus the numeric code of the data type form the primary key of the reference data value. The code can therefore not be changed, once the new value has been saved.

Active: If a value is not active, it will not appear to exist for the end users. If a value is being referenced (used) anywhere in the system, it should not be inactivated.

Default value: For some data types, the default value of the data type will be used as the initial value when creating a new business object that references that data type. For example, if the default value of Electronic Address Type is “Telephone,” a new Electronic Address created for a Business Partner will get “Telephone” as the initial value in the Type field.

Creating New Data Types #

User Defined data types are used only in user defined field layouts. For more information about user defined fields, please refer to the System Parameters chapter.

To create a new User Defined Data Type:

• Click the Data Types display (in the Reference Data Maintenance window).
• Select New User Defined Data Type from the pop-up menu. Name: Enter a name of the data type. Maximum length is 30 characters.

Code: A code is generated by the system when you create a user defined data type.

Used in P&C and Used in Life: When you create a data type, you can specify whether it should be used in P&C, used in SICS Life, or both.

Has Migration Mapping: This check box decides whether the data type should appear in the Reference Data Migration Mapper (in the Migration ToolkitFunction folder of the System AdministrationUtility). For user defined data types you should leave this check box cleared.

After clicking OK, the new user defined data type will appear among the other data types in the Reference Data Maintenance window. Select the “User Defined” radio button in order to view all user defined data types.

After the new data type has been created, you may add values to it in the same way as for the pre-defined data types.

Adding Notes for Data Types #

Click the Notes tab of the Create User Defined Data Type window to add a description of the data type that you are creating. This description appears in the Reference Data Maintenance window when you select a data type. The information also appears as hover help on drop-down lists if the Show Reference Data Type Comment as Hover Help option is turned “on” in the User Preferenceswindow. (See Changing System Settings Per User in the Security Handling chapter for more information.)

Reference Data Dependencies #

For some drop-down lists in the system, the set of values in the list depends on which value is selected in another list. This means that there is a dependency between the values in the two lists.

Example: Rating of Business Partners

In the Business Partner window, you can enter rating information. The window for entering ratings has two drop-down lists. In the first drop-down list, the user must select the Rating System (for example, Moody’s, Standard and Poor, Security Rating). Different Rating Systems use different Rating values. Therefore, the values in the Rating list depend on which Rating System has been selected.

The Rating System data type is said to be a parent of the Rating data type.

The “parent-child” dependencies between reference data values can be defined by the system administrator.

Example:

To define a New Rating System with Dependent Rating Values:

1. Add a new reference data value for the Rating System data type.
2. Add a new reference data value for the Rating data type.
3. Define the dependencies between the new Rating System and the new Ratings.

To define the dependencies between the new rating system and the new ratings:

1. Click the Dependencies tab on the Reference Data Maintenance window.
2. Click the Edit button.
3. Select Rating System as Parent Reference Data type.
4. Select Rating as Child Reference Data type.
5. In the Values list for Rating System, click the new Rating System that you created.
6. In the Available Values list, select the Rating values that belong to the new Rating System, and click the right arrow button.

The selected ratings are moved away from the Available Values list and over to the “Values belonging to: …” list.

Parent-Child Cardinality #

The Parent-Child Cardinality text box indicates whether one child value may belong to only one, or many, parent values.

For the dependency between Rating System and Rating, the parent-child cardinality is one-to-one. In other words, one Rating value may depend on (belong to) only one Rating System.

For some dependencies, the same child values may belong to several parent values.

An example is the dependency between Class of Business and Exclusion Clause. One Exclusion Clause may be relevant for (dependent on) many Class of Business values.

If the cardinality is “many-to-many” the list of Available Values will always contain all values of the selected child data type. I.e. one child value can be assigned to many parent values. If the cardinality is “one-to-many”, the list of Available Values will only show those child values that have not yet been assigned to any parent value.

System Defined Parent-Child Dependencies #

Some dependencies are system defined. These cannot be deleted. That is, you cannot remove a child from a parent if the dependency between that child and parent is system defined. You cannot see that a dependency is system defined, but if you try to delete one you will receive an error message.