Objective
Keep approved programs, categories, terms, departments, memberships, and levels consistent.
Before you begin
- Have the approved reference list, display name, and stable reference code.
- Use an account allowed to administer reference data. Review existing values before adding another.
Instructions
Open Settings > Reference data
Review Managed records for an existing matching value, its state, and its dependency count.
Enter the approved reference value
Under Add record, enter Name, Reference list, and Reference code. Keep the code consistent with the studio’s approved reference list; do not substitute a similar code to create a duplicate.
Save or correct the record
Select Add record for a new value. For an existing value, select Edit, check its Name, Reference list, and Reference code, then select Save record. Verify the saved details under Managed records.
Review reference policy separately
Check Require dependency review, Retirement behavior, and Owner-managed levels. Select Save changes for approved policy edits and verify Current active values.
Review dependencies before archiving
Check the record’s dependency count. Use Archive only when it is available and retirement is approved. Ask a Studio administrator to resolve referenced values through the approved correction process before retirement.
Result: The reference value is saved with the approved list and code; any retirement preserves existing references until dependencies are resolved.
Troubleshooting
A value already exists under a similar name.
Compare Reference list and Reference code before adding anything. Ask a Studio administrator whether to correct the existing value or approve a distinct one.
Retirement behavior is saved but Archive remains unavailable.
A policy choice does not itself reassign dependent records. Review the dependency count and obtain approved correction work first. Contact Orbit support if the displayed dependency result remains inconsistent.
Result
Check the intended class or record workflow for the approved reference. Saving a reference value does not update existing class assignments automatically.
Support
Ask a Studio administrator to approve list changes and reassignment. Contact Orbit support for persistent save or reference-availability errors.