Reference Tables

Reference tables contain information to help populate and manage the data inside ClearVantage (e.g., dropdown lists, Committee Types, member Types, Interest Codes and Skill codes, etc.).

System Administrators have permission to modify Reference Tables. Other users must ask an administrator for any necessary changes.

Edit Information in a Reference Table

You are free to edit information in reference tables, but we recommend that you do not delete or change Reference Table values that are used in existing records. Notebooks and Reports may display the values in historical data and removing values from the Reference Tables my impact those Notebooks and Reports.

1. From the "Administration" Main Menu in ClearVantage, click on "Reference Tables." This opens the Reference Tables window.

   

2. Choose the table you want to edit from the Select Reference Table list.

3. Once in table, edit an existing value by selecting the record and using the Edit Record window on the right of the window. To save the changes, click the "Update Record" button.

   

4. Click on the "Add Record" button in the lower right corner of the window to insert a new record into the table. Click the "Save" button to save the new row.

Note

After editing reference tables, you will need to reload CV before you see your changes reflected.

Column Filtering

All of the reference tables have column filtering. See example below, filtering by "Action List CD" in the "Action Categories" reference table.

1. From the "Administration" Main Menu in ClearVantage, click on "Reference Tables." This opens the Reference Tables window.

   

2. Choose the "Action Categories" table.

3. Hover over the column header you want to filter by, select the arrow to see filtering options.

   

Key Reference Tables

This is a list of most of the reference tables in ClearVantage from the Administrator Main Menu Dropdown > Edit Reference Tables.

• Abstract Group Types: Types of groups used to categorize event-types in the Abstract Management module.

• Abstract Topics: Abstract topics available for submissions in the Abstract Management module. Topics are sub-categories of a given Group.

• Account Company Map: Mapping of accounts for cross-company accounting transactions. This reference table is only available from accessing reference lists through Pro Tools > Reference List.

• Action Item Auto Create: Allows you to control what emails are automatically sent or what action items are automatically created. Using this table requires configuration based on your business rules. This reference table is only available from accessing reference lists through Pro Tools > Reference List.

• Action Type: Action Item type (e.g., Email, Call, Follow-up). Usually used to note what type of communication the entry is tracking. Values can be added to this reference table by basic users from the Action Item Screen as well, if allowed, based on a System Setting.

• ADA Access: Controls the available ADA Access options available in the event registration notebook.

• Address Label Setup: Controls available label formats (margins, spacing, etc.) used when printing labels from an Individual or Organization list. This reference table is only available from accessing reference lists through Pro Tools > Reference List.

• Address Type: Types of addresses available (e.g., home, other, and work).

• Appeals. Available marketing efforts. Also accessed from Campaign Notebook. This reference table is only available from accessing reference lists through Pro Tools > Reference List.

• AutoID: Stores last used auto-generated number for each key system table. This reference table is only available from accessing reference lists through Pro Tools > Reference List. Do NOT edit entries or delete from this table. This ID number is referenced when making new entries to the associated tables.

• Bank ABA Routing Codes: List of banks and corresponding routing numbers for EFT transfer payments. This reference table is only available from accessing reference lists through Pro Tools > Reference List.

• Bill Period Numbers: List of numbers used to signify months (01 to 12).

• Bill Periods. Billing periods used to track accounting periods (months). These should be updated by Accounting, or a System Administrator as needed. This reference table is only available from accessing reference lists through Pro Tools > Reference List.

• Campaigns: List of marketing campaigns. Also available from Campaign List screen. This reference table is only available from accessing reference lists through Pro Tools > Reference List.

• Certification Status: Status used for Master Certification tracking of compliance periods (e.g., Required, Exempt, Retired) (CERTYPE=M).

• Chapter Types: Allows for sub-categorization of chapters. Also accessed from Chapter List within the system. This reference table is only available from accessing reference lists through Pro Tools > Reference List.

• Committee Positions: Positions available to committee members.

• Committee Types: Used to group, report, and search on committee information.

• Contact Status: Preferred contact method for Individual or Organization. (e.g. Email, Mail, All, Do Not Contact)

• Country: Country codes and names. Proper codes are important for FedEx and UPS integration.

• County: County names.

• Currency Rates: Currency conversion rates to create multi-currency invoices.

• Data Snapshot Setup: Define data points to track over time, and automatically capture them on a nightly/monthly basis for reporting purposes.

  Requires Support

  This feature requires support set up. For more information, please contact your Euclid Support Analyst.

• Designations: Populates the list options in the designation drop-down including designating organization.

• Dietary Needs: Controls the Dietary Needs options available in the event registration notebook.

• Document Type: Tracks both Document Type and Document Class (REFTYPE=T for Types, REFTYPE=C for Classifications).

• Donor Classification: Classification of donors.

• Due Payment Category: Used for grouping similar dues billing items (e.g., LOCAL, NATIONAL).

• Dues Billing Groups: Special categories used to group dues offerings into specific billing groups. These groups are used while running renewals. This reference table is only available from accessing reference lists through Pro Tools > Reference List.

• Dues Calculation Rules: Contains rules for dues calculation when calculated dues have been configured. Click on the tool tips next to each field in this reference table to see your custom set up.

• Education Level/Degree: Contains education degrees available. Type field allows certain types of degrees to be grouped and searched on.

• Ethnicity: List of values available in the ethnicity field on the Individual Notebook.

• Family Roles: List of values available in the family role field on the Individual Notebook. This reference table is only available from accessing reference lists through Pro Tools > Reference List.

• Industry Codes: Industry types available in organization and individual records. (e.g. Athletic, Banking, Education, etc.)

• Interest Codes: Areas of interest available for tracking in organization and individual records.

• Key Word Dictionary: List of key word used for further categorization of Product offerings. This reference table is only available from accessing reference lists through Pro Tools > Reference List.

• Language Translation: Allows you to track the translation of certain words or phrases in multiple languages. This reference table is only available from accessing reference lists through Pro Tools > Reference List.

• Ledger Reference Codes: List of GL accounts used for mapping of revenue. For each GL, a DEBITLEDGERCD (AR account), DEFLEDGERCD (deferred revenue account), and COMPANYCD (company) can be specified.

• Ledger/Item CD Map: Listing of mappings to GL accounts from various revenue generating items. The map is automatically updated when a new dues offering, event, product is mapped to an Accounting Code in the Notebook.

• Lookups: Contains miscellaneous reference table information for some fields in ClearVantage. It can also be used for creating custom dropdown menus based on your configuration.

• Mail Label Fields: Dictates fields used in labels printed from Individual and Organization lists. The Label Type is “I” for Individual, “O” for Organization, and “R” for Registration.

• Member Class (individuals): A list of member classes. Used to sub-categorize members.

• Member Type (individuals): A list of the member types available for individuals. User can also specify if the type includes specific member options (comma delimited codes) or includes the journal (JOURNALFLG=Y).

• Membership Class (organization): A list of member classes available for organizations.

• Membership Options: Contains information on member options for individuals and organizations as well as options for Dues/Donations/Subscriptions (OPTIONTYPE=M for Ind/Org, OPTIONTYPE=S for Dues/Sub/Don).

• Membership Status: Member status used in both individual and organization records. This list can be customized, but some default entries do have system functionality.

• Member Type (organization): Member types available for organizations.

• Notified By/Marketing Campaign: How a member or customer heard about organization (e.g., Web, Mail, Friend). This reference table is only available from accessing reference lists through Pro Tools > Reference List.

• Occupation Codes: Occupation values for individual records. Used to group types of professions (e.g., CFO, CEO, COUNSEL). This reference table is only available from accessing reference lists through Pro Tools > Reference List.

• Opportunity Setup: Used in configuration of the steps or phases of opportunity management. This reference table is only available from accessing reference lists through Pro Tools > Reference List.

• Organization Products: Products available for tracking within organizations. Usually used to track the products/services provided by (or your products used by) an Organization.

• Organization Type: Types of organizations.

• Out of Rotation Codes: Codes used in the Lawyer Referral Service module to indicate the reason an Attorney is out of the referral rotation. This reference table is only available from accessing reference lists through Pro Tools > Reference List.

• Panelist Fee Range: Tracks the payment range of the attorney as part of the Lawyer Referral Service module. This reference table is only available from accessing reference lists through Pro Tools > Reference List.

• Panelist Payment Methods: Tracks the payment methods accepted by the attorney as part of the Lawyer Referral Service module. This reference table is only available from accessing reference lists through Pro Tools > Reference List.

• Payment Methods: Methods of payments (e.g., Amex, Cash, Check, Visa, and Refund).

• Payment Terms: Terms for payment (e.g., Net30, By Due Date). This reference table is only available from accessing reference lists through Pro Tools > Reference List.

• Political Party: Lists political parties available for tracking in individual records.

• Product Classification: Allows you to create the classification options that can be linked to brands in the Inventory Classification tab on the Organization notebook. This reference table is only available from accessing reference lists through Pro Tools > Reference List.

• Product Major Category: Categories for products that are also used for categorization in other areas of system including Events, Subscriptions, and Calendar. Useful for searching and reporting. This reference table is only available from accessing reference lists through Pro Tools > Reference List.

• Product Manufacturer: List of manufacturers of product offerings. This reference table is only available from accessing reference lists through Pro Tools > Reference List.

• Product Minor Category: Categories for products that are also used for categorization in other areas of system including Events, Subscriptions, and Calendar. Useful for searching and reporting. This reference table is only available from accessing reference lists through Pro Tools > Reference List.

• Product Type: Types of products sold.

• Referral Activities: Tracks activity options in the Lawyer Referral Service module. This reference table is only available from accessing reference lists through Pro Tools > Reference List.

• Referral Area Codes: Tracks telephone area code options in the Lawyer Referral Service module. This reference table is only available from accessing reference lists through Pro Tools > Reference List.

• Referral AutoID: Maintains the autonumbering for referrals in the Lawyer Referral Service module. This reference table is only available from accessing reference lists through Pro Tools > Reference List.

• Referral Categories: Categories that can be selected for referrals in the Lawyer Referral Service module. This reference table is only available from accessing reference lists through Pro Tools > Reference List.

• Referral Geographical Locations: Maintain the location options in the Lawyer Referral Service module. This reference table is only available from accessing reference lists through Pro Tools > Reference List.

• Referral Programs: Maintain the types of programs such as Modest Means that are available in the Lawyer Referral Service module. This reference table is only available from accessing reference lists through Pro Tools > Reference List.

• Referral Source: Track referral source options in the Lawyer Referral Service module. This reference table is only available from accessing reference lists through Pro Tools > Reference List.

• Referral Status: Maintain status options in the Lawyer Referral Service module. This reference table is only available from accessing reference lists through Pro Tools > Reference List.

• Region Codes: Regions that can be selected in the Chapter Notebook to group chapters into larger regions.

• Relationship Types: Types of relationships used to track connections between individuals-individuals, organizations-organizations, and individuals-organizations.

• Representing: Entities that committee members can represent. This reference table is only available from accessing reference lists through Pro Tools > Reference List.

• Salutations: Prefixes available in individual and organization records.

• Shared Lists: Used in the configuration of reports and charts on the ClearVantage Dashboard as well as predefined lists.

• Shipping Methods: Shipping vendors for use when shipping product orders.

• Skill Codes: Skills available in individual and organization records.

• State Codes: Abbreviations for all U.S. States and Canadian Provinces.

• System Field Labels: Lists fields re-labeled within key ClearVantage Notebooks. Changes to this table should be made using the Customize ClearVantage function from the Administration Main Menu Dropdown. This reference table is only available from accessing reference lists through Pro Tools > Reference List.

• System License: License code needed for assigning particular modules to ClearVantage. This reference table is only available from accessing reference lists through Pro Tools > Reference List. Do NOT delete or edit any entries in this table!

• System Role Settings: Contains the settings for all user roles. This table should not be modified as it will modify your user roles. This reference table is only available from accessing reference lists through Pro Tools > Reference List.

• System Settings: Contains key system settings that dictate system behaviors and business rule application. Changes may impact how ClearVantage functions and processes data.

  Contact Support

  Please contact Euclid Technology to discuss modifications to your system settings. This reference table is only available by accessing reference lists through Pro Tools > Reference List.

• Tax Rate: Taxes for a specific zip code or state (TAXCD). Tax percentages can be broken into multiple categories: State, City, Local County.

• Tax Rules: Stores client-specific taxation rules.

• User Roles: User roles for database logins. Determines the categorization of users and important in customization of screens for user groups.

• Ward/District: Political ward information used in individual records.

• Zip To Chapter: Allows user to specify information related to a specific zip code range including Chapter, county, region codes, city, and state. When properly configured, this information is updated in individual records when zip code is changed. This reference table is only available from accessing reference lists through Pro Tools > Reference List.

Note

All the Reference tables can be accessed through CV Pro by going to Pro Tools > Reference List.

Lookups Reference Table

Many of the available values in ClearVantage dropdown menus can be customized within Reference Tables. Some dropdown menu values within ClearVantage are not housed in unique Reference Tables, but rather are housed in the larger Lookups Reference Table. You can modify dropdown values or add values to a dropdown menu by adding a row to the Lookups Reference Table. Category values are listed below. Depending on your configuration, the Lookups table can also be used to store reference values for User Defined Fields.

Create and Edit the Lookups Reference

From the Administration Main Menu Dropdown:

1. Select Reference Tables and Lookups from the list of reference tables to open the Lookups Reference Table. There is a “Filter by Category” dropdown that is available to filter the list by category.

   

2. To edit an existing dropdown value, highlight the row you wish to edit and use the Edit Record section of the window to update the DESCRIPTION field. Editing the CODE field prevents you from searching for records with the original CODE. Click the Update Record button to save any changes.

   

3. To enter a new dropdown value:

   1. Click on the Add Record button to enter a new row into the Reference Table. An Add Lookups Record window opens.

   

   1. Enter the appropriate CATEGORY from the list below or based on your system’s configuration.

   2. Enter a unique identifier in the CODE field. The code should not have spaces or special characters and should be in all capital letters.

   3. Enter a description for the new value. This field can contain spaces and special characters.

   4. You can specify the order of the values within each Category by entering a number in the SORTORDER column.

   5. Click the Save button to save the new dropdown value.

   6. Create a separate entry for each dropdown value that you wish to have available.

4. When you have finished editing and entering new dropdown values, you may need to log out and log back into ClearVantage for the new dropdown values to become available in ClearVantage.

Lookups Reference Table Category Values

Category	Sample Descriptions	ClearVantage Module	Dropdown Menu
ABSTRACTSTATUS	Selected Not Selected Alternate	Abstracts	"Abs. Status" dropdown in abstract notebook
ACTIONSUBJECT	Marketing Communications Accounting	Action Items	Action Subject in the Action Item
ADDRESSREASON	Seasonal Temporary Permanent Snowbird	More Addresses	Reason in the Addresses Tab in Individual notebooks
ADVAPPROVALSTT	Approved Pending	Job Board	"Approval Status" in job board posting notebook
ADVCOLOR (The codes for this category should not exceed 7 characters.)	Black and White Color Four Color Five Color Spot Color	Advertising	Click Rate Card in Publication notebook Color in Insertion Order
ADVFREQUENCY	1 Run 3 Runs 6 Runs 12 Runs	Advertising	Place in Publication notebook
ADVSIZE	Full Page Quarter Page Back Cover Inside Cover Full Page NonMember	Advertising	Size in Publication notebook Size/Position in Insertion Order
APPEALMEMBERSTATUS	Planning Execution Complete Cancelled	Campaigns & Appeals	Status in the Appeal Member notebook
APPEALTYPE	Donations Renewals Events Products	Campaigns & Appeals	Category in the Appeal notebook
AWARDTYPECD	Nomination-based award Application-based award	Awards	"Award Type" dropdown in award notebook (not baseline but in available fields)
CAMPAIGNTYPE	Donation Sponsorship Policy-Section Policy-Global	Campaigns & Appeals	Category in the Campaign notebook
CERTCLASSSTT	Board Certification General State License Other	Certifications	Classification in the Certification Record
CERTGRADE	PASS FAIL	Certifications	"Test Grade" dropdown on certification notebook (Test/Credit section, tied to TESTPASSSTT)
CERTRELATIONSHIP	APP_POINTS APP_REQS BOARD_MORE	Certifications	"Relationship" dropdown on prerequisites tab of cert type notebook
CERTSTATUSSTT	Pending Rejected Approved Hold	Certifications	"Status" dropdown on cert notebook (Tracking and Routing (cont) section)
CERTTESTSTATUS	Current Old	Certifications	"Test Status" dropdown on cert notebook (Test/Credit section, tied to TESTSTT)
CHAPTERROLE	Chapter alumni Graduate with Honors Inductee Pending Induction Applicant	Chapters	"Role" dropdown on individual chapter history notebook
CHAPTERSTATUS	Active Closed Pending	Chapters	"Status" dropdown on chapter notebook
CHAPTERTYPE	Secondary Chapter Junior Chapter Collegiate Chapter	Chapters	"Type" dropdown on chapter notebook
COMMOPTION	Newsletter Daily Update Upcoming Events Security Alerts	Individuals	Edit Usage Permissions/Communications Preference checkboxes in the Individual Notebook
CONTACTTYPE	Primary Marketing Billing	Individuals	Contact Type in the Individual Notebook
DONORSTT	Active Former Lapsed Prospect	Individuals/ Organization	"Donor Status" dropdown on individual and organization notebooks
FUNCTIONLEVEL	Beginner Intermediate Advanced	Functions	Level in Function notebook
FUNCTIONTYPE	Meals Concurrent Sessions Keynotes	Functions	Type in Function notebook
GENDER	Male Female Non-Binary Other	Individuals	"Gender" dropdown (appears when LOOKUPS data is available in place of old binary options)
GOALTYPECD	Build Awareness Build Knowledge Build Liking Build Preference	Campaigns & Appeals	Goal Type in the Campaign and Appeal notebooks
GROUPTYPE	Small Donors Medium Donors Large Donors	Campaigns & Appeals	Group Type in the Appeal notebook
INDIVIDUALROLE	Project Manager Logistics Marketing Designer	Projects	Role in Individual screen | Team Members tab in Project notebook
JOBBOARDMAJCAT	Job Board Major Cat	Job Board	"Major Cat" dropdown on job board posting notebook
JOBBOARDMINCAT	Job Board Minor Cat	Job Board	"Minor Cat" dropdown on job board posting notebook
LANGUAGEREF	English French Spanish Mandarin	Company Information	Language field in the Country Reference Table
PREFPRONOUNS	he/him/his she/her/hers they/them/theirs ze/zir/zirs she/they/theirs he/they/theirs Ask Me	Individuals	"Preferred Pronouns" dropdown on individual notebook
PROGRAMCAT	Hotel Food Travel Speaker Fee Other Honorarium	Events	Category in the Notes/Materials Tab of the Event notebook
PROJECTSTATUS	Active Project Closed Project	Events	Status in the Project List Project Status in the Project Notebook
QCATEGORY	Financial-related question Goals-related question	Surveys	"Question Category" dropdown on survey question notebook
SPEAKERTYPE	Moderator Panelist Trainer	Speakers/ Trainers	Type in the Speaker notebook
TEAMROLE	Project Manager Analyst Tech Analyst	Projects	Role in Employee screen | Team Members tab in Project notebook
THEME	Career Altruism Networking Appreciation	Campaigns & Appeals	Theme in the Campaign and Appeal notebooks
TRAFFIC	Email Direct Mail Call Seminar Multiple	Campaigns & Appeals	Deliver by in the Campaign and Appeal notebooks
TZNAME	Mountain Daylight Savings Time Mountain Standard Time Pacific Daylight Savings Time Pacific Standard Time	Events	"Time Zone" dropdown on event notebook