› System data › Lookups › Manage a lookup

Manage a lookup

You can create, modify, copy, and delete a lookup on the Lookups page.

To open the Lookups page, navigate to System data > Lookups.

Create a lookup

Create a lookup to define the list of items.
  1. Navigate to System data > Lookups.

    The Lookups page appears.

  2. On the Lookups page, click New.

    The New lookup dialog box is displayed.

  3. Enter a Name for the lookup.
  4. Select the Category in which to create the new lookup.

    By default, your working category is selected.

  5. Optional. Enter the Description for the lookup and text to display as a Prompt.

    A prompt is a message directing the user to perform an action, such as "Please select."

  6. By default, the system creates a lookup in the language of your system. To create a multilingual lookup, or translate a lookup, select Multilingual (default: Clear). See Create a multilingual lookup and Translate a lookup.
  7. At least one lookup item must be specified. To add an item to a lookup, perform the following steps:
    1. Click for Lookup items.
    2. Enter a Name for the item.
    3. Click Add.

      The item is added to the lookup items list. You can update and delete the items as needed.

    4. To make a lookup item as the default selection, select the Default check box for the item.

      Click Reset defaults to reset the default selection.

    5. Add other lookup items as needed.
    6. To change the display order of the lookup items, use and on the column header.
  8. Click Save.

Create a lookup using Generative AI

You can create a lookup using Generative AI. You can enter plain text and/or upload an image or a file such as CSV, TEXT, or XML and Copilot will generate a lookup for you.

  1. Navigate to System data > Lookups.

    The Lookups page appears.

  2. On the Lookups page, click New.

    The New lookup dialog box is displayed.

  3. Click the Chat with Copilot icon .

    The floating Chat with Copilot window appears with the following message:

    Hello <username>, what type of lookup would you like to create? An example might be "Create a lookup of ten countries".

  4. To create a lookup, in the chat box, you can either type in the lookup name and lookup items, or use a file.

    • Enter a name for the lookup and lookup items.

      If only a lookup name is provided without the list of lookup items , AI generates the item list corresponding to the lookup name. For example, if you enter, "Create a lookup of ten Tungsten Products", a lookup containing ten Tungsten products is created with the lookup name, Tungsten Products.

    • Click the attachment icon in the chat box, select the file, and then enter an instruction, such as "Create a lookup using the attached file".

      • Ensure that entries in the file are proper. The supported file types are TXT, CSV, and XML.

      • When you upload an image using the image source as inline, a thumbnail of the image is displayed.

  5. Click the Return icon or press Enter.

    A lookup is created with the provided name and the lookup items, or based on the content of the input file.

  6. Once a lookup is created by Copilot, in the Chat with Copilot window, you can do the following:

    • Submit another request in the Chat box to modify the existing lookup. For example, submit the following request: "Remove the last item from the lookup" or select another file and request to recreate the lookup and press Enter.

      The AI provider recreates the lookup.

    • Click Generate lookup.

      • The lookup is generated and saved. The New lookup dialog box and the Chat with Copilot window disappear.

      • An audit log entry that the lookup is generated using generative A Iis recorded .

    • Click Start over.

      • The request is cleared.

      • You can enter a new request.

    If you have started to create a lookup but have not saved or released it, you can still use Generative AI but the lookup will be replaced.

Modify a lookup

  1. On the Lookups page, to display the lookups within a specific category, select the category on the Category list.

    Alternatively, to display a specific lookup, enter the name of the lookup in the Search field and click .

  2. Click the lookup to modify.
    The Edit lookup dialog box is displayed.
  3. Make changes as needed.
  4. Click Save.

Copy a lookup

  1. On the Lookups page, on the context menu of the lookup to copy, click Copy.
    The New lookup dialog box displays the copy of the lookup prefixed with "CopyOf_<lookupname>1"
  2. Make changes, such as renaming the lookup and changing the category.
  3. Click Save.