Add Open Data Dropdown List
An Open Data Dropdown List is one of the building blocks you might build in Master Data when preparing to set up Monitoring Programmes. Open Data Dropdown Lists in Monitoring Records work in the same manner as Attribute Tests, by selecting one option from a dropdown list, however, they do not carry any 'Pass' or 'Fail Results'.
The Dropdown List is oftentimes used to record shift names, production line numbers, countries of origin for produce/raw materials, etc.
Note: The 'Open Data - Dropdown List' cannot be used in the Receiving Module.
Adding an 'Open Data - Dropdown List'
To add an 'Open Data - Dropdown List', navigate to the Tests module via 'Master Data>Tests', then click on 'Add Open Data>Dropdown List'.
Image: Adding an 'Open Data - Dropdown List'
Image: Blank 'Open Data - Dropdown List'
Enter 'Open Data - Dropdown List' Details
Image: Completed 'Open Data - Dropdown List' Details
1. Name: Enter the name of the Test. This name will appear in the 'Open Data' folder when building Monitoring Programmes.
2. Folder: It is good practice to organise your Dropdown Lists into folders to help you keep them in logical, tidy groups. This will help you to source your Dropdown Lists more easily when you are building your Programmes. Adding Dropdown Lists to folders with clear naming conventions will help you speed up your Programme Building Process.
3. Description: This is an open text field. Provide a brief description of the Dropdown List - this will appear in the Monitoring Programmes when building them, helping you identify your Dropdown Lists more easily if some are built with similar names. The description will also appear in the Monitoring Records when you hover over the name of the Test.
Image: 'Dropdown List' Descriptions as they Appear in the Monitoring Programme Building Stage
Image: 'Dropdown List' Descriptions as they Appear in the Monitoring Records After Hovering on the Test Name
It may be difficult to tell the different Open Data fields apart when they are being built, or when you are selecting them in the Monitoring or Receiving Programmes. There are three main ways to distinguish the Open Data fields so that they are more easily distinguishable in the system.
Option 1: Include an indicator in the Name of the Open Data. This would be useful in the case when selecting Open Data in Monitoring or Receiving Programmes, but they may look a little heavy in Records, especially if a large amount of Open Data and Tests are used within the Programmes.
Option 2: Ensure you create a strong Folder structure which will be displayed in the Open Data tab in the main Tests module page, and will allow you to search for your Open Data by navigating the folder structures when building your Programmes.
Option 3: Add the type of Open Data Field in the Description of the Open Data Fields. This will not affect your naming conventions and your folder structure, and you will still be able to differentiate between them when building Programmes, as the descriptions will appear when the Open Data is selected in a Programme.
Image: Open Data Tab in Main Tests Module Page
4. Procedure: If a related Procedure is required, you can select the supporting Document previously uploaded to Master Data here. When completing a Record, you will be able to click on the name of the Test (which will appear as a blue clickable hyperlink) and preview or download the Document while in the Record.
To select a Procedure, click on the dropdown arrow and your Documents folder will be displayed. From there, navigate to your required folder, select your file until a grey background appears, and click 'Select' to add it to the Test. To remove a procedure, click the 'X' button.
Image: Select a Procedure Document
Image: Blank 'Open Data - Dropdown Field' in a Record, with an Attached Procedure - Blue Hyperlink
5. List: Enter the requirement options for your Dropdown List. It is an open text field, allowing you to enter alphanumerical values.
6. Add Line: Click the 'Add Line' button to add more lines to your Dropdown List.
7. Arrows: Use the blue 'Up' and 'Down' arrows to rearrange the sequence of your list, if required.
8. Delete Line: Click the red 'X' button to delete a line from the Dropdown List. You will be asked to confirm your choice in a pop-up window. Click 'Yes' to delete the line, or click 'No' to keep the line in your Dropdown List.
Image: Confirmation to Delete Line from the Dropdown List
9. Save: Click the 'Save' button to save the Dropdown List and move it to the 'Open Data' column in the main Tests module page.
10. Cancel: Click the 'Cancel' button to cancel your progress and return to the main Tests module page. If you choose to cancel, you will lose your progress without the possibility of recovery.
Completing an 'Open Data - Dropdown Field' in a Record
To complete a Dropdown Field in a Record, click on the dropdwon arrow in the box under the Test name and select the required response. By default, in every 'Open Data - Dropdown Field', there is an additional response option called 'None' - this cannot be removed.
Image: Selecting Responses from the 'Open Data - Dropdown Field'
Note: When a Dropdown Test has been marked as mandatory in a Monitoring Programme, by default, the 'None' value will not be displayed in the Dropdown Field options, ensuring that a Response from the Dropdown List is selected.
Image: Selecting Responses from a Mandatory 'Open Data - Dropdown Field' [Note - 'None' is not Displayed]
