Defining consistent values for a standard database

You can define lists for a standard database so that estimates based on that database will use consistent entries for project types, estimators, and user-defined fields.

Defined lists of project types and estimators

You can define lists of project types and estimators, for each standard database, that users can select when setting up estimates. Using a consistent set of project types and estimators is important for producing and interpreting reports.

To add lists of acceptable project types and estimators:

  1. In the Estimating Management Console, from the database Standard Database Catalog, select the standard database to which you want to define project types or a list of estimators.

  2. In the General section of the Database Information pane:

    1. Beside the Project type field, select the [Define List] button.

    2. In the Define List Values window that appears, for each project type you want add to the list, enter the project type and then click [Add].

      To remove a project type, select it on the list, and then click [Delete].

      To rename a project type, select it, click [Rename], type the new name in the Rename dialog box, and then click [OK].

    3. When you finish updating the list, click [OK] to return to the Database Information pane.

  3. To add a list of estimator names, select the [Define List] button beside the Estimators field, and then follow steps 2 (b) and 2 (c).

Validation of user-defined fields

When you set up user-defined fields for a standard database, you can define a list of value field types for each field. The field type restricts the type of content that users can enter for the field in estimates that use the standard database, preventing users from entering values that are not valid, and ensures that formatting, particularly for dates, is consistent. Then, when you search or report on these fields, the consistent data and formatting will provide more meaningful results.

In the Estimating Management Console, in the User-Defined Fields section of the Database Information, for each user-defined field you set up:

  1. In the Field Name field, enter the name that should appear in estimates.

  2. For the Field Type, specify Text, Date, List, or Numeric as the field type for each user-defined field, as follows:

    • If you select Text, users can enter any alphanumeric characters in the field.

    • If you select Date, you can choose from a variety of date formats to specify the date format for the field.

    • If you select List, you can specify a list of values for the field, ensuring that users can only enter acceptable values. You can also edit the list, later, adding, renaming, or deleting entries, or rearranging their order, as needed.

    • If you select Numeric, users can enter only numeric values in the field.

When you create an estimate based on a standard database, user-definable fields use the field types specified for the database as the default. However, you can change the field types for individual estimates in the Estimating Management Console