The View/Edit Field Values tool is an administrative tool located under the Admin tab that can be used to edit, delete, or add new data values to certain drop-down choice options.

Drop-down choices for fields with values that align with workflow triggers are not editable.

When values are edited, any existing item that has that data value in the field will automatically update to the new value.

When values are created, the data values will display in the field drop-down choices.

When values are deleted, any existing item that has that that data value in the field will retain the data until the item is opened for edit. Once an item is opened for edit, the previous value that no longer exists in the drop-down choices will be lost and cannot be recovered. There is a fail-safe warning that will not allow you to delete a drop-down option until all items on the list that have that data in the field have been updated to replace that data.

Note: If a drop-down option needs to be deleted from the choices going forward, but the data for that option must be retained in the existing records, a ticket must be submitted to the Help Desk to hide (not delete) the undesired options from the drop-down choices.

To Add/Edit/Delete Drop-Down Options

When editing or adding new values, do not use special characters, including apostrophes.

• Navigate to View/Edit Values tool via Admin tab.

• Select the table (list) in CIMS for which you want to edit drop down choices.

• Select the field within that list that needs to be updated.

• Select the action you want to take.

  • Use Edit link to edit the data.

  • Use Delete link to delete the option.

    • Note: you will receive an warning if there is data in the newly deleted field. You will not be able to delete the choice until items have been updated.

  • Type in a new value and select Add New Value to add a new choice to the drop-down options.

Drop-down choices in CIMS display in alphabetical or alphanumeric order.