Manage and edit lookup tables
- Juan Tomás Alonso Nieto (Deactivated)
Devo users with the necessary administrative permissions can perform the tasks shown below with existing lookups. All of these tasks are carried out in the Lookup Management tab of the Data Search area.
What permissions do I need?
To access this area and see the lookups shared with you, you need to have at least view permissions on Lookups for upload lookups and Query lookups for query lookups. However, to be able to perform the management and edition tasks described in this article you need to have the management version of those permissions.
Take into account that these two permissions are hierarchy-based, meaning you need to have Lookups assigned in order to be able to have Query lookups.
Lookup information
In this area, you can see all the lookups that you have access to and the different information that helps you identify them and their content:
Find your lookup
Since the number of lookups you have access to might be potentially high, it is important to be able to quickly find them. To do that, you have at your disposal some functionalities to filter and sort them.
Filter
You can use the Filter lookups field, which filters as you type to show only those lookups that contain the specified string in any of the fields.
You can also the field filters by clicking Filter next to the Filter lookups field to deploy a menu where you can search for specific values in each field. You can combine different field filters for a more concise approach.
Sort fields
You can click the arrows in each field header to sort the field values in ascending or descending order. Clicking a third time goes back to the default option, which is ordered by last update.
Display density
Use this option to define the vertical spacing between rows so you can see and manage them more comfortably according to your preferences. You can select Compact for a tighter approach and Comfortable for a wider approach).Â
Lookup management options
In this area, you can manage the lookups that you have access to. Click the ellipsis icon on the right of any lookup row to access the following options:
Be aware that some of these options require specific permissions, mainly Lookups (View/Manage), Lookup restrictions (View/Manage), and Query lookups (View/Manage). If you do not have them, you will not see the option in the ellipsis menu. To know more about permissions and see the full list, check Role permissions.
Download CSV | Download the lookup table as a CSV file. |
|---|---|
Edit | Uploaded lookups: edit the content of the selected upload lookup table. You can add new rows or modify the already existing data. Click Save Changes once you finish. Note that this option is only available for lookup tables up to 100MB. Static query lookups: in the case of static query lookups, you are taken to the data search, where you can edit the fields and time range of the lookup. See the section below to learn more. Dynamic query lookups This option will not appear for Dynamic query lookups because they cannot be edited. |
Upload a New Version | Upload an updated version of the selected lookup table. Click Choose file, select the file including the updated version, and click Upload. This option is only available for uploaded lookups. |
Restrictions | This opens the Restrictions to tables screen. Select the required lookup table in the left area and use the toggle buttons to enable or disable them in the different data tables. By default, lookup tables are available for all data tables. To restrict a lookup for use with only a subset of the available data tables, select the lookup on the left, then on the right use the toggles to select the tables in the subset. Click the back button once you're done. |
Share | This opens a window for you to share the lookup with other roles. Check the following article to know the details:Â Share lookups. |
Delete | Delete the lookup table. |
Retry | Only in Deleting status When the lookup is being deleted, the Retry option appears in the ellipsis menu. If it remains in this status for too long or you simply want to speed up the process, you can use this option to manually get rid of it. |
Refresh | Only in Updating and Creating status When the lookup is being either updated or created, the Refresh option appears in the ellipsis menu to manually check if the lookup is ready to use. Updating time limit exceeded Using this option when your lookup has remained Updating for more than one hour will return a time limit error. To reset the lookup status to Available so that you can use it, you must click the refresh icon at the top right, however, the changes made will be lost. |
Edit an uploaded lookup
Select Edit to edit the content of the uploaded file.
You can filter rows using the filtering buttons above the table to display the fields according to modification status (All, Modified, Created, or Deleted), which will determine the actions you can carry out to edit the lookup content (see the table below).
After performing the required modifications, click Save changes to apply them to the lookup or Reset changes to restore the original lookup version in case you are not happy with the changes.
Action | Description | Available with filter... | |||
|---|---|---|---|---|---|
All | Modified | Created | Deleted | ||
Add rows | Add individual rows by entering the values of the cells or add several rows at the same time in CSV format. | ✓ |  |  |  |
Edit cell content | Click a cell in the table and make the desired changes (click outside or press Enter to apply your changes). | ✓ | ✓ | ✓ |  |
Delete rows | Mark the checkbox of the desired rows and select the icon to delete them. | ✓ | ✓ | ✓ |  |
Restore rows | Mark the checkbox of the desired rows and select the icon to restore them. |  | ✓ |  | ✓ |
Edit a static query lookup
Using the Edit option explained in the table above will open the data search with the query used to feed the lookup, where you can perform the necessary operations to get the new conditions (create fields, group, aggregate, or change the time range).
Click the gear icon in the toolbar and select Set query change in lookup. Make the necessary changes in the Edit Query Lookup window (add or remove fields, or change the key field) and click Save settings.
It may take several minutes to apply the changes. Go to Data Search → Lookup Management and check the Status field of the lookup. Changes will be applied once the indicator turns green.
To add values from a query lookup to a data table, follow the steps explained in Add lookup values to your query.