Lookup Codes

Once the database is configured, as described in the CMSi Admin Manual, the first task is to populate the lookup tables. Without data in the lookup tables, you will not be able to populate some data fields. The key data lookup tables that allow you to enter a management plan are "Staff, Finance, Equipment Codes" and "Organisational Hierarchy". These are discussed in more detail in the Lookup Codes section of the CMSi Admin Manual, but the Staff, Finance and Resource codes are critical, as without these you cannot allocate any resources to a project. The Organisational Hierarchy codes are optional, but allow you to allocate a site to an organisational region, helping structure your sites in the Site Tree and making it slightly easier to add sites.

To access all the Lookup Codes, from the Tools Menu, choose Manage Lookup Tables

Important: In many of these Lookup Tables, there is a field called “Is Current”. As a rule, if a lookup table value has ever been used in CMSi, it must never be deleted but instead made “non-current” (it is a true/false field). Then if you are planning ahead, the lookup value will not be one of the options presented but historical data will still find the lookup value description.

In v3.11 it is now possible to filter and sort each attribute to find records more easily

The names of all the Lookup Tables can be translated into other languages using the “LUT_” entries on the Translate Messages form (see Translating System Messages).

A summary of the tables follows and more information on each can be read in the relevant sections of the CMSi User Manual. The tables are grouped into categories according to their function within different parts of CMSi.Depending on which modules you have licensed, you may see a different number of look up tables in the list.

**Categories of configuration settings**
Category	Notes
Actions	Core CMSi
Addresses	Core CMSi
Agreements	Property and Agreements Module
Assets	Core CMSi
Buildings	Propery and Agreements Module
Configuration	Core CMSi
Contacts	Core CMSi
Documents	Property and Agreements Module
Land Edits	Property and Agreements Module
Objects	Objects Module
Ownership	Property and Agreements Module
Planning	Core CMSi
Rights	Property and Agreements Module
Sites	Core CMSi
Species	Core CMSi
Transactions	Property and Agreements Module

Core CMSi

Actions tables:

Lookup Table	Description	Edit Priority
Action Rule Schedules	Options for how often the CMSi action schedule should run	Defaults provided. These are System Required entries so the labels can be translated but should not be deleted
Action Rule Types	The different types of action rule.	Defaults provided. These are System Required entries so the labels can be translated but should not be deleted
Action Types	See Actions Help. Actions can be grouped per component and extra categories given within that component (Description and Action Group columns). Start by giving the new Action Type a new Description and see if you need to create new Action Groups to help classify the list of Actions. This is probably not necessary until you have built up a long list of action types.	Some types are provided but users will need to add to these

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Address tables:

Lookup Table	Description	Edit Priority
Address Location	Used to denote locality in an address, e.g. By or Opposite	Main use for the Netherlands
Address Types	Types of address, e.g. Work, Billing etc.	Example values supplied. Used optionally
Counties	List of counties or provinces	List provided by default for UK. Used optionally.
Country	List of countries	Default list provided
Postcodes	Can be used for a standard postcode list	Default values not supplied
Statuses	To denote Active or Inactive status	System required and therefore not editable

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Configuration tables:

Lookup Table	Description	Edit Priority
Help Links	The links to the relevant help from CMSi forms	Do not edit unless you are creating your own help documents
HTML Template Groups	This table holds any HTML templates being used in the text editor windows. It is not recommended to edit the values here but records can be deleted here	Some example templates are supplied in the Tutorial database
Leave Type	This can be used in the Time tab on the User form when setting up a user, to record their Leave	Advanced option – specific to Dutch users
Organisation Translations	*It is not recommended to edit these codes from the Manage Lookups interface but instead from the Translations form*	Not in this interface
Organisations	These set up Organisations for use in Translations	Optional Edit
Permission Groups	*It is not recommended to edit these codes from the Manage Lookups interface but instead from the Permissions form*	Optional edit
Permission Sets	These set up the Permission sets that can be allocated to a Permission Group (see below)	Optional Edit
Permission Settings	*These are the individual permission settings. It is not recommended to edit these from the Manage Lookups interface but instead using the <F11> tool*	Not in this interface
Priority Codes	Annual Project priorities	Default values supplied.
Project Decision Status	Used for tracking when decisions were made related to one-off projects	Example values supplied. Used optionally
Resources for Site groups		Advanced option – specific to Dutch users
Role Based Tasks	This is how to customise MyCMSi and is discussed in more detail below	Some examples supplied, but see below
Section Reports	This controls which reports can be run from individual forms and includes what parameters can be taken from that form to filter the report	Some defaults provided and you can add more.
Translation Collections	These set up the different Translation collections that can be allocated to an organisation (see below)	Optional edit
Translations	*These are the individual translated labels. It is not recommended to edit these from the Manage Lookups interface but instead using the F12 tool*	Not in this interface
User Roles	*It is not recommended to edit these codes from the Manage Lookups interface but instead from the Permissions form*	Not in this interface
Xml Export Type	Used for export financial information to external applications	Advanced option – specific to Dutch users

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Contacts tables:

Lookup Table	Description	Edit Priority
Contact Roles	List of standard roles to link a Contact to a data item. The roles can differ depending on where they are used, e.g. a person’s role within an organisation can be one group and roles relating to site management can be another group	Optional
Contact Types	These are fixed values for Organisation and Person	System required and therefore not editable
Genders	Fixed values for Person gender	Default values supplied
Legal Statuses	List of types of organisation by their legal status, e.g. NGO, Government organisation, Company, etc.	Default values supplied
Person Titles	List of titles, e.g. Mr, Mrs, Ms, etc	Default values supplied
Statuses	To denote Active or Inactive status	System required and therefore not editable

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Planning

Lookup Table	Description	Edit Priority
Annual Project Resource Status	Relates to the process that restricts editing rights on resources, planning and recording, to certain roles depending on the stage of the budget approval process	Default values supplied. Optional edit
Assessment Status	Relates to the assessment at Project level on the overall success of that particular project	Default values supplied. Optional edit
Feature Classification Categories	Features can be classified into different types this is useful for filtering. It could be worth restricting this to types of statutory designations, e.g. “Natura2000”, “SSSI”, “NNR”, “Local Wildlife Site”	Example values supplied. Optional edit
Feature Classifications	An optional additional level allowing you to add, for example, which individual Habitats Directive Habitat or Species code the Feature corresponds to.	Example values supplied. Optional edit
Feature Names	Standard Names for Features (instead of allowing free text entry for Feature names)	Optional use. Must be switched on via the system setting UseFeatureNamesLUT
Feature Status Codes	The standard values are supplied but can be edited	Default values supplied. Optional edit
Library Projects	Any Project created as a Library Project is held here. You are unlikely to edit from here although you can delete a Library project from here	Not in this interface
Monitoring Status	This contains the codes used in assessing monitoring at the Factor or Attribute level	Default codes provided
One off Project Action Rules		Advanced option – specific to Dutch users
Priority Codes	Annual Project priorities	Default values supplied.
Progress Status	Used at the Annual Project level to indicate how work is progressing	Example values supplied.
Project Approval Role	Used for tracking approval given for one-off projects	Example values supplied. Used optionally
Project Codes	Ideally, project codes are managed centrally so if you want new project codes, these are added by the CMS Support team and provided to all CMSi users. You can however edit the codes in terms of ValidCode as this allows project codes to be selectable. You could for instance make codes selectable at the two character level if you wanted to keep the codes simple.	Default values supplied. You can edit what codes can be selected
Project Codes for Site Types	This allows you to link particular project codes, e.g. R for Recording projects with Sites of a certain type, e.g. N for Nature sites. The codes must exist in the respective tables	Optional
Project Decision Status	Used for tracking when decisions were made related to one-off projects	Example values supplied. Used optionally
Project Tags	Used to tag Projects and Annual Projects. See CMSi User Manual for example codes.	Important. Some examples supplied
Staff Costs	An average cost per role to allow costs to be calculated from staff time values	Optional
Staff, Finance, Equip Codes	Staff, Expenditure, Income and Equipment codes	Critical. You cannot plan work without codes in here
Sub Feature Categories	See CMSi User Manual for a description of what Sub Feature Types are. All Sub Features must have a category with examples being “Archaeology” or “Breeding Bird Assemblage”	Example values supplied. Used optionally
Sub Features	Within the categories, the Sub Features could be further subdivided, e.g. “Listed Building”, “State Care Monument”, “Scheduled Monument”	Example values supplied. Used optionally
Task Names	Standard names for Annual Project Tasks.	Optional. Must be turned on via the system setting UseAnnualProjectTaskNameLUT

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Sites:

Lookup Table	Description	Edit Priority
Admin Area Types	This distinguishes between types of Admin Areas that a Site can be tagged to, e.g. County, Council area, LBAP region, community	Optional but useful
Admin Areas	This contains the actual admin areas and their type (see above) that a Site can be tagged to, e.g. “Devon”; Type = “County”	Optional but useful
Compartment Types	There may be different compartment types used on a site e.g. a management unit or a recreation zone	Example values supplied. Optional edit
Compartment Names	Used in conjunction with configuration setting UseCompartmentNameLUT to make Compartment names into a lookup list rather than a free-text field. Note that if you change the entry in the LUT, all names displayed on the Sites - Compartment tab will reflect that change.	No default values supplied because default setting is to have compartment names as text.
Habitat Codes	Additional classification systems can easily be added if required	Default codes provided for Corine, EUNIS, NVC, Phase 1 and UK BAP
Organisational Hierarchy	If you need to show in the Site Tree the hierarchy that a Site sits within, the higher levels are entered here. You can create multi-levels by making one code the parent of another code	Optional but useful
Site Description Headings	The Headings used in the Site Description. You can create new groups and headings here. Each Plan Group must have a Heading Code of 0 which contains the Plan Group name. The Heading Codes must be structured hierarchically and if a Heading is just a heading and should not contain text, do not tick it as Editable. *Note: If you want to sort this table Plan Group followed by Heading Code, click the Plan Group column and then Shift-Click the Heading Code column*	Default values supplied but you could well add your own.
Site Status	Site Status designations	Default values supplied
Site Type	A simple way to say if a plan is for a nature site, species, workshop or office	Example values supplied.

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Species tables:

Lookup Table	Description	Edit Priority
Species Abundance Units	Used for the biological recording tab on the Annual Project allowing you to state the abundance value type	Default NBN units provided.
Species Names	Species names for biological recording tab at Annual Project level	Default NBN species names provided.

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Objects

Lookup Table	Description	Edit Priority
Age Period	Used to set the age period of an Asset or Building	Requires editing
Architecture	Architecture of an Asset or Building	Requires editing
Building Construction Type	Material used for Building walls and roof	Default list provided, may require editing
Building Function	Details use of Building	Default list provided, may require editing. Useful but not mandatory
Condition	Values or classes for recording the condition of an Asset or Building when inspected	Default list provided, may require editing. Essential if using the Object Inspection Form
Council Tax Authority	Authority to whom Council Tax is due	Will need editing
Council Tax Band	Standard Council Tax Bands	Defaults provided
Cultural Heritage Use	Original cultural heritage use	Will require editing. Useful but not mandatory
Current Use	Details current use of the Asset or Building	Will require editing. Useful but not mandatory
Depreciation Type	Details the depreciation type of the value of the Asset or Building	Will require editing. Useful but not mandatory
Energy Rating	Standard Energy Efficiency Ratings for Buildings	Defaults provided
Has Value	Details whether the Asset or Building is valuable or not	Defaults provided but may require editing
Historic Research	Details whether an Asset or Building has any associated historic research	Will require editing. Useful but not mandatory
Inspection Period	The frequency of Building or Asset inspections. These are defined by specifying the number and combination of days, weeks, months and years and giving a code and description e.g. 12M Annually. The inspection period is used to calculate the date that the next inspection is due by adding it to the date of the last inspection	Default list provided, may require editing. High priority if using the Object Inspection Form
Insurance Status	Type of insurance and other outgoings, such as electricity bill or council tax bill	Default list provided. Low priority
Insurance Valuation Type	Type of insurance valuation for an Asset or Building, for example, describing how the insurance valuation value was derived, eg. Indexation	Low priority
Link Type to Other Objects	Provides details of the type of links between Assets and Buildings, such as Parent - Child links, set using the Linked Objects tab. Parent - Child relationships are illustrated in the Hierarchy tree	Short default list. Mandatory if using the Linked Objects tab
Object Class	Categories of Object e.g. Infrastructure and Vehicles. There is a system required Building Class if you do not wish to categorise your Buildings	Essential. Cannot create an Object without a Class
Object Group	Main grouping of Object e.g. Building or Asset	Defaults provided. These are system required entries so the labels can be translated but should not be deleted
Object Sub-Type	Optional sub-types if you want to further categorise your Objects within Object Types	Optional
Object Tags	Optional tags that you may wish to label your Assets and Buildings with, such as particular funding sources. Useful for filtering your Assets and Buildings	Will require editing. Useful but not mandatory
Object Types	*Types of Asset and Building within each Class* e.g. signpost, gate, stile etc. within a Path Infrastructure class**	Mandatory. Defaults provided, may require editing
Publishable Status	Details whether the Building or Asset details can be shared with other organisations and/or published on a public website or portal	Not mandatory
Reference Code Type	Types of reference codes to add to Assets or Buildings, such as vehicle registration	Defaults provided. These defaults are system required entries so the labels can be translated but should not be deleted
Sewage Type	Types of sewage discharge used by Building	Defaults provided. May need editing
Source	How the Building was obtained e.g. purchase, built, leased, donated	Defaults provided. May need editing
Tags linked to Object Types	You can automatically link certain types of Asset and Building to a particular Object Tag	Will require editing. Useful but not mandatory
Validation Status	Details whether the Asset or Building has been validated	Not mandatory
Valuation Status	Status of a valuation for an Asset or Building, eg. Approved, Estimated, etc	Not mandatory
Valuation Type	Type of valuation for an Asset or Building, for example, describing how the valuation value was derived, eg. Depreciation, Revaluation, etc	Not mandatory
Visitable	Details whether the Asset or Building is visitable	Not mandatory

Property and Agreements Module Look Up Tables

Agreements tables

Lookup Table	Description	Edit Priority
Agreement Types	A key table. Note "Commissioning Clearance" is Dutch specific. The Allowed Geometry column says which geometry types you can link to from this type. "F;P;C;O;S;Sh;" is the default as this allows you to link to Features, Ownership Parcels, Compartments, Own Geometries and Sites. The following codes equate to the following geometry types: F = Features P = Parcels C = Compartments O = Own geometry (new map object) S = Site boundary Sh = Own geometry (existing map object) The IsPermit/Licence field is important as this governs which type of form will open for this type. PermittedCostCodes allows you to restrict which costs codes will display for this type. MaxDuration is an optional column	Some defaults provided but this is an important LUT to edit.
Board Costs	Controls share proportions when sharing costs with another organisation	Probably Dutch specific
Condition Groups	Conditions allow you to add default specifications for particular agreement types. These codes create the conditions groups	Useful LUT to populate. Examples provided in tutorial
Conditions	Adds the conditions for each group created above	Useful LUT to popualte. Examples provided in tutorial
Cost Types	These are financial codes that are relevant to the Agreement Types. Enter a Type of O. The Application field has been deprecated and is not required.	Important if recording finance for an agreement
Financial Descriptions	Do not use	Do not use
Financial Transaction Types	Contains the types of financial transaction.	Defaults provided but you may need to match them with types used in your financial system
GL Codes	Dutch specific	Dutch specific
HDs	Dutch specific	Dutch specific
Hunting Codes	If an agreement relates to shooting or huntin, you can enter the prey species and their open seasons here.	Default codes provided. YOU MUST CHECK IF THESE ARE STILL VALID
Index Types	Dutch specific	Dutch specific
Ledger Codes	Whether financial transaction is a credit or debit	Unlikely editing requirement
Link Type Codes	Nature of link to another agreement	Defaults provided
Months	Months a financial transaction occurs in	No need to edit
Parent Child	Parent or child link between agreements	No need to edit
Payment Methods	How a payment is to be made	Defaults provided. May need editing.
Payment Schedule Rules	Optional rules which set the payment schedule	Low priority
Price Period Indexes	Whether the payment is before or after the month	No need to edit
Revision Codes	Used when setting up a payment schedule stating the nature of any revision to the schedule or how it is renewed. If using the Indexation process, you must specify an Indexation duration for financial transactions of this type. This is the period of months, eg. 12, 24, 36, over which the indexation process will take place, and must match the financial transaction period.	Defaults provided. May need editing.
Statuses	The Status of an Agreement (being prepared, approved, rejected etc) along with the status that any Status can change to. Status transitions may be defined separately for long-term and short-term agreements. Note in this column, there must not be a space after a comma, e.g. Ap,IP	Defaults provided. May need editing.
VAT Indicators	VAT rate	Defaults provided. May need editing

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Documents tables

Lookup Table	Description	Edit Priority
Statuses	Who is responsible for document (data usually held in document management system)	Field hidden for most users

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Land Edits tables

Lookup Table	Description	Edit Priority
Admin Areas	The Admin Area the parcel falls within	For Dutch use. Unlikely to be used in UK
Cadastral Authorities	The Cadastral Authority responsible for this ownership parcel	For Dutch use. Unlikely to be used in UK
Edit Types	Options for type of edit of ownership parcel	Defaults provided. Unlikely editing requirement
Transaction Types	Options for the type of edit - e.g. sent to you via the cadastral authority or you edited it prior to official notification from the cadastral authority	Defaults provided. Unlikely to be used in UK

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Ownership tables

Lookup Table	Description	Edit Priority
Common Lands	List of officially registered Common Land in GB. Each Common Land has an Authority and Code.	Requires editing
CROW / Dedicated	Whether the land is identified as Open Access under the CROW act or is Dedicated Access	Defaults provided
D Codes	Land Parcel code used in the Netherlands	Dutch use only
Impediments	Impediment Options related to ownership parcel e.g. Access restrictions, Extant planning permission, nitrate vulnerable zone	Examples provided. Will need editing
Object Letters	Land Parcel code used in the Netherlands	Dutch use only
Part Parcel Codes	Land Parcel code used in the Netherlands	Dutch use only
Statuses	Ownership Parcel Status. There are a number of codes in this lookup that are not used. Leave as non-current.	Unlikely requirement for editing
Valuation Types	Options for Valuation Type e.g. At Acquisition, Own Valuation, External Valuation	Defaults provided. May need editing

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Rights tables

Lookup Table	Description	Edit Priority
HDs	Dutch use only	Dutch use only
Statuses	Options for the Right Status	Defaults provided. May require editing
Types	Options controlling the Type of Right. This is the key table and requires review	Defaults provided but needs review

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Transactions tables

Lookup Table	Description	Edit Priority
Contact Changes	System required for UK Processing of Parcels	Do not edit
Cost Types	Used on the Finance tab for types of financial transaction	Defaults provided. May need editing
Lease Date Types	Options for lease date type e.g. break clause date, renewal date etc.	Defaults provided. May need editing
Own Resource Types	If you are financing part of the transaction, these options control how this is done e.g. inheritance, fund raising income, continuity reserve etc.	Defaults provided. May need editing
Payment Types	Options for type of payment associated with transaction	Defaults provided. May need editing
Review Types	The types of lease review e.g. open market review or fixed rate review	Defaults provided. May need editing
Specification Statuses	Dutch use only	Dutch use only
Specification Types	Dutch use only	Dutch use only
Transaction Statuses	The status of a Property Transaction e.g. if it is being prepared, approved, closed etc	Do not edit as the records are tied into the transaction process. Contact cms@software4conservation.com if you need new records.

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New in v3.1

Planning with Tasks

In v3.1, there is a system setting available to allow tasks to be selected from a predefined list instead of manually entering them. This is to allow a more standardised way of planning with tasks.

To set this up, go to Permissions -> Configuration -> System Settings and set UseAnnualProjectTaskLUT from false to true (the setting is false by default).

Then go to Tools -> Manage Lookup Tables and select Planning: Task Names to add your predefined list of tasks.

You will then find when adding Tasks on the Annual Projects form Tasks tab, only the entries from the lookup table are available.

Modified 19/10/2020

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