Dropdown Lists

Modifying dropdown lists in Contract Writing

Contract Writing uses dropdown lists across various interfaces to present configurable values to end users. You can modify these dropdown lists by replacing the values in the reference data tables with values that reflect the data unique to your processes.

This page outlines how to modify the values for the dropdown lists in Contract Writing:

• To add a value to a particular dropdown list, add a row to the reference data table. See Adding a new dropdown value.
• To remove a value from a dropdown list, deactivate the value in the reference data table. See Deactivating a dropdown value.
• To add a new dropdown list, create a new dropdown list type in the reference data table. See Adding a new dropdown list.

See the Reference Data Tables page for descriptions of the table structures.

Adding a new dropdown value

Most dropdown values for CW are stored in the AS_GCW_R_DATA table. Updating this table allows you to control which dropdown values and lists display to end users moving through the opportunity management process.

To add a value to a dropdown list:

1. Insert a new row into the AS_GCW_R_DATA table.
2. Update each column with the following information:
   • REF_LABEL: The new value you are adding.
   • REF_TYPE: A grouping category for the dropdown values; a name for the dropdown list.
   • SORT_ORDER: Optional field that is used to specify the sort order.
   • Note: In order to implement the sort order, you will have to update the queries applied to this column.
   • REF_ICON: Optional field that is used to specify an icon for this entry.
   • REF_COLOR: Optional field that is used to specify the icon color.
   • IS_ACTIVE: true (1).
   • CREATED_BY: Your Appian username.
   • CREATED_DATETIME: The current timestamp in the YYYY-MM-DD HH:MM:SS format.
   • MODIFIED_BY: Your Appian username.
   • MODIFIED_DATETIME: The current timestamp in the YYYY-MM-DD HH:MM:SS format.

After the row is inserted, this value will be available in any of the dropdown lists that have the same reference REF_TYPE as the value you inserted.

Example

To add a new dropdown value, you could use the following SQL statement by replacing the values in the angle brackets (< >) with your data.

1
2
3
4
INSERT INTO `AS_GCW_R_DATA` (`REF_DATA_ID`, `REF_LABEL`, `REF
_TYPE`, `IS_ACTIVE`, `CREATED_BY`, `CREATED_DATETIME`, `MODIFIED_BY`, `MODIFIED_DATETIME`)
VALUES (null, '<New Label>', '<Type>', 1, '<Username>', CURRENT_TIMESTAMP(), '<Username>', CURRENT_TIMESTAMP()),
(null, '<New Label>', '<Type>', 1, '<Username>', CURRENT_TIMESTAMP(), '<Username>', CURRENT_TIMESTAMP());

Deactivating a dropdown value

If there is a value in a dropdown list that is no longer needed, deactivate the value by changing the IS_ACTIVE value in the AS_GCW_R_DATA from 1 (true) to 0 (false).

After making the update, the previous value will no longer display in any dropdown list. The value will continue to display for opportunities that are already active and historical opportunities.

Deactivating an opportunity status or task status is not recommended, as it will negatively affect other aspects of the application. Deleting data from the table is not recommended except during initial set up. If the application is already in use, deleting data rather than deactivating it may cause issues.

Example

To deactivate a dropdown value, you could use the following SQL statement. Replace <ID Being Updated> with the R_DATA_ID value. For example, to deactivate Weeks in the following table, <ID Being Updated> would be 24.

Note that this example uses MySQL syntax.

1
UPDATE AS_GCW_R_DATA SET IS_ACTIVE = 0 WHERE R_DATA_ID = <ID Being Updated>

Adding a new dropdown list

If you want to add a new dropdown list, you need to create a new dropdown list type. There are two main steps to add a new dropdown list:

1. Add a new row to the AS_GCW_R_DATA table. See Adding new dropdown values for instructions on how to add new rows.
   • For the value in the REF_TYPE column, enter a name for the new dropdown list, such as Entity Region.
2. Create a constant in the application to query this from the database. See Using a new dropdown list in the application for instructions on how to set this up.

Using a new dropdown list in the application

After a new dropdown list type has been added to the AS_GCW_R_DATA table, it will need a constant to point to it in order to be used in interfaces.

1. Go to the AS CW Baseline application in Appian Designer.
2. Create a new constant called AS_GCW_REF_TYPE_<NEW_DROPDOWN_LIST_TYPE>. For example AS_GCW_REF_TYPE_OPPORTUNITY_STATUS.
   • Type: Text
   • Value: <New Dropdown List Type>
     • Note: Be sure this matches the dropdown list name in the REF_TYPE column of the AS_GCW_R_DATA table exactly. For example, if the name in the REF_TYPE column is Evaluation Status, the value here must be the same.
   • Save it in the AS CW SAIL Design Objects folder.

After creating the dropdown list constant, you can use the list in the AS_GCW_QE_getRefDataByType rule. This rule pulls all the reference data in the interface that needs it.AS_GCW_QE_getRefDataByType takes in typelist, an array of text, corresponding to the type values in the database you need to use.

EXAMPLE

To pull in the Evaluation Status dropdown list, you would use the rule as shown below:

1
2
3
4
5
6
local!refData: rule!AS_GCW_QE_getRefDataByType(
  refTypes: {
    /* Evaluation Status */
    cons!AS_GCW_REF_TYPE_OPPORTUNITY_STATUS,
  }
)

As shown in the example, you can pass in either text or a constant of type text with the corresponding dropdown list type.

Other reference data tables

Several other tables contain reference data that appear in lists. The information in these tables is universal and should stay the same. However, if you ever have to change the list of countries, currencies, industry classification codes, or states, refer to the tables listed here.

• AS_GCW_R_Country
  • A list of countries.
• AS_GCW_R_State
  • A list of US states.
• AS_GCW_R_DocumentTemplate
  • A list of document templates used to create opportunity documents.

Form type dropdown values in Contract Writing

Contract Writing uses the AS_GCW_R_DATA table to store form type values that appear in the Form Type dropdown during solicitation and award creation. The Form Type dropdown is visible when the Format Type is set to Standard Form.

Contract Writing 3.3 includes the following pre-configured form type values for SF1447:

• Solicitation form type: SF1447 (reference ID 503, constant AS_GCW_REF_ID_SOLIC_FORM_TYPE_SF1447).
• Award form type: SF1447 (reference ID 504, constant AS_GCW_REF_ID_AWARD_FORM_TYPE_SF1447).

These values ship with the Contract Writing application. You can add additional form type values to the Form Type dropdown by inserting new rows into the AS_GCW_R_DATA table using the same REF_TYPE as the existing form type entries. See Adding a new dropdown value for instructions.

Feedback