Create a reference table

A reference table is a type of look-up table that contains all the possible values for a data field. For example, the reference table "Academic track type" might contain four codes to describe a high school student's program of study: College, Honors, Standard or Vocational.

Aspen contains several default reference tables to cover most of a district's data needs. However, a user with the appropriate security privileges can create a reference table, if necessary. See your Aspen system administrator for more information.

Reference tables and reference codes can be associated with fields. Fields describe the reference code a user enters.

Example: A teacher records a student conduct incident and selects the reference code for cheating. If the administration requires additional information, such as a meeting date to discuss the incident, a Meeting Date field is required whenever that code is entered.

Note: You can create reference tables in the District (root organization), Intermediate Organization, School or Special Education views. However, it is recommended that the root organization owns all reference tables. Reference tables without fields do not work, and fields can only be managed in the root organization view.

To create a reference table:

  1. Log on the District, Intermediate Organization, School or Special Education view.
  2. Click the Admin tab.
  3. Do one of the following:
    • In the District, Intermediate Organization, and Special Education view, click the Data Dictionary side-tab, then Reference. The Reference Tables page appears.
    • In the School view, click the Reference side-tab. The Reference Tables page appears.
  1. Select Options > Add.
  2. Use the table to fill in the fields:
  3. Field Description

    General

    User name Enter the name of the reference table.

    Category

    Select a category associated with this reference table from the drop-down.

    Owner

    Click at the drop-down or field. A pick list appears.

    Choose the owner of the reference table at the Owner type drop-down. It is recommended that the root organization is specified here. However, if you select an intermediate organization or Schools, select the specific organization or school that is the owner in the section below. Otherwise, select the No specific owner? checkbox if any intermediate organization or school can modify this table. Then click OK.

    Note: Users with the appropriate security privileges at the school or organization listed in the Owner field will be able to modify (copy, delete or export) this reference table, as well as add and hide reference codes to it.

    Exclusive code management

    If only the Owner can modify this table, select this checkbox.

    Maximum code length

    Type the maximum code length for any codes created for this reference table.

    Sequence order

    Select this checkbox if you want to sort pick lists and drop-down menus by sequence number instead of alphabetically.

    Example: You can sort the codes by level of use so they are easier for users to find.

    Extended Dictionary > Name

    Click and select the extended Data Dictionary to attach to it.

    View fields

    This field works with Data entry via view fields (below) to display descriptive names at drop-downs, pick lists and dynamic pick lists associated with this reference table.

    Example: The Buildings reference table has a reference code of Z2 for the Aaron building. Most users know the description (Aaron) rather than the code (Z2). You want users to quickly see and select Aaron from a drop-down, or for Aspen to auto-fill correctly if they start typing Aaron in a field.

    Enter a view field (description) for the reference codes associated with this table. You can also enter another view field, such as an alternate description, to appear after the first view field. Users can search on the first view field entered.

    Note: Use delimiters, such as spaces or hyphens, between view fields.
    Example: rcdDescription refers to the Description field for the Buildings reference table. Enter rcdDescription ,-, rcdFieldC002 here to display the reference code, a description and an alternate description in a field's drop-down.

    When you enter a value here and enable Data entry via view fields, the following occurs at fields associated with this reference table:

    • Drop-downs display this value.
    • Pick lists let users enter this value in the Search field (rather than search by reference code).
    • Dynamic pick lists search for and auto-fill based on this value.

    Once the user makes the selection, Aspen fills in the field with the actual reference code.

    Note: If you enter values here, you must also enable Data entry via view fields.

    This field is also used for translating reference codes in Aspen. Enter an OID for the reference table field(s) you want to translate. If you type more than one OID, separate them with a comma.

    Data entry via view fields

    Select this checkbox if you have entered values at View fields (above). Selecting this checkbox changes the display of reference codes in drop-downs, pick lists and dynamic pick lists, and directs Aspen to search on the first value entered above.

    If you leave View fields blank, selecting this checkbox does not change the display of reference codes.

  1. Click Save.
  2. Click the Translate sub-tab to set the translation for the reference codes.