Lookup lists provide a very easy and practical way of storing large collections of related data and inserting the data into your questionnaires and documents. Essentially, they are spreadsheets that can be used to create flexible choice questions with a minimum of effort. Any column can be used to generate a list of choice options, while any other column may be used for the insertion of text (including tags of other questions and picture tags).
Many contracts reference specific products, trademarks, job positions and so forth. Moreover, such references may involve different sets of data at the same time. For example, the choice of a trademark may require the insertion of both the trademark and the related wordmark; or choosing a certain product may also require inclusion of both the batch size in which a product unit is delivered and as the order lead time. Because lookup lists make this possible and because they are library items (therefore available to all templates just like global building blocks, global questions, definitions and so on), they are ideal for managing and inserting such data.
Note: lookup lists can also be used for contract fields used in contract sheets (for reviewing drafts received from counterparties and managing signed contracts) and custom party fields for the entity management.
TABLE OF CONTENTS
A. Organising lookup lists
B. Editing lookup lists’ columns
C. Editing lookup lists’ rows
D. Local lookup questions
E. Global lookup questions
A. ORGANISING LOOKUP LISTS
There are two ways to organise your lookup lists: via the Administrator page or from within the Template Creation Tool.
1. Administrator page
On the Administrator page, the lookup lists can be found under Global lists and items > Lookup lists.
2. Template Creation Tool
The same interface as on the Administrator page can be accessed through the Template Creation Tool. This requires opening a pop-up:
a. Switch the Show advanced vs. all basic functionalities button to the ON position.
b Click Organise lookup lists
3. Organising lookup lists
To insert a new lookup list:
a. Click Insert.
b. Insert a name for the lookup list.
c. Optionally, if a compatible plugin is active on your portal, select that plugin to retrieve a lookup list from an external database. You will also have to provide the name of the ‘object’ from the external database.
d. Click Save.
Note: editing a lookup list’s columns is explained in section B below.
To import data from an Excel file:
e. If you want to import data into an existing lookup list, first click on its name.
f. Click Import.
g. If you did not select an existing lookup list first, insert a name for the new list.
h. Drag-and-drop the file to the Excel file field, or click on the field to browse your computer or network for the file.
i. Click Import.
To edit a lookup list’s basic details:
j. Click on the lookup list’s name.
k. Change its name, plugin or referenced object.
l. Click Save.
To export a lookup list as an Excel file:
m. Click on the lookup list’s name.
n. Click Export.
To delete one or more lookup lists:
o. Tick the checkboxes of the lookup lists you want to delete.
p. Click Delete.
Note: because lookup lists are library items, they can be used in multiple templates simultaneously. Before deleting any lookup list, make sure that it is not used anywhere anymore, or edit any applicable question or field to refer to a different lookup list instead.
B. EDITING LOOKUP LISTS’ COLUMNS
The same interface is available on the Administrator page and in the Template Creation Tool to manually edit the contents of lookup lists (as opposed to importing the complete or updated lookup list from an Excel file). Like any spreadsheet (or table), they are defined first and foremost by their columns.
1. To make any changes, first click on the lookup list’s name.
2. To add columns:
a. Click the plus icon.
b. Insert a name (header) for the column.
c. Optionally, change the type of data that may be entered in the column’s fields (any text, numbers (with or without decimals) or dates).
d. Click Insert.
3. Click the pen icon to edit a column.
4. The order in which the columns are arranged can be changed by clicking the up and down arrows (top-to-bottom in this table corresponds with left-to-right in the lookup list).
5. Click the minus icon to delete a column.
6. Click Save after making any changes.
C. EDITING LOOKUP LISTS’ ROWS
Again, the same interface is available on the Administrator page and in the Template Creation Tool to manually edit the rows of lookup lists (as opposed to importing the complete or updated lookup list from an Excel file).
1. Click the lookup list’s pen icon.
2. Click the plus icon to add a row.
3. Enter or change the values as appropriate for each field in the lookup list.
4. The order in which the rows are arranged can be changed by clicking the up and down arrows.
5. Click the minus sign to delete a row.
6. Click Save.
D. LOCAL LOOKUP QUESTIONS
Lookup lists can be used to create ‘local’ questions (i.e. existing and operating only in a single clause within a single template).
1. Switch the Show advanced vs. all basic functionalities button to the ON position.
2. Click Insert a lookup list item.
3. Select the applicable lookup list.
4. Select the column from which text or tags will be inserted into the clause.
5. To further configure the lookup question:
a. Select the column that will be used to produce answer options in the questionnaire (this can be a different column from the one previously selected).
b. Formulate the question.
c. Optionally, add an explanatory note or instruction (an info icon will appear in the questionnaire with the inserted text as a tooltip).
d. Optionally, select Force a Q&A answer (the end-user will have to answer this question before a document may be generated).
e. Optionally, change the appearance of this question in the questionnaire (e.g. checkboxes or a multi-select dropdown instead of a regular dropdown menu).
f. Optionally, select a default value.
g. Insert a blob (i.e. [[*]] ) or other bracketed placeholder for If unanswered (although optional, it is highly recommended that you always to this).
h. Optionally, change the authorisation level to hide this question from end-users with lower authorisation.
Note: instead of the Explanation field, you may want to use the Attention notices tab instead. Text entered there will appear directly below the question, bold and highlighted.
6. Click Save.
7. Click Save the changes made (or press Ctrl+S).
E. GLOBAL LOOKUP QUESTIONS
Lookup lists can also be used to create global questions. The process of creating them and adding them to clauses is slightly different from the process for local lookup questions.
1. Click Organise, reformulate or edit global questions.
2. Click Insert.
3. To configure the question:
a. For Type, select Lookup-values (mandatory choice from amongst options, determining several values).
b. Select the lookup list.
c. Select the column that will be used to produce answer options in the questionnaire.
d. Enter a name (it is generally recommended that you add a template or purpose-related prefix (e.g. NDA_ or General_) to allow for different global questions with the same name, especially because, unlike local questions, their tags do not designate the type of questions).
e. Formulate the question.
f. Optionally, add an explanatory note or instruction.
g. Optionally, select Force a Q&A answer.
h. Optionally, change the appearance of this question in the questionnaire.
i. Optionally, select a default value.
j. Insert a blob (i.e. [[*]] ) or other bracketed placeholder for If unanswered (although optional, it is highly recommended that you always to this).
k. Optionally, change Authorisation level.
4. Click Save.
5. To add the global question to a clause:
a. Click Insert the text from a Global Question.
b. Find the question (the dropdown menu can be used to filter for lookup questions specifically) and click the arrow next to it.
c. Select the column from which text or tags will be inserted into the clause.
d. Click Save the changes made.
