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How to Populate an EIMS Pick List – Availability
What is this?
This web page serves as a "How to..." guide for populating (adding and/or deleting) the Availability pick list options (reference data) within the EIMS application. It contains an overview of the process and a summary of the steps involved, followed by detailed instructions with screen shots from the EIMS application. Red markings on the screen shots highlight or describe screen content.

Overview

What is the purpose of the Availability data entry form?
The Availability data entry form allows you to populate the options available from the Availability pick list.

Who can populate Availability reference data?
Only EIMS Administrator users can populate the Availability reference data.

 
NOTE If the value you want to enter is not available in the pick list and you do not have the appropriate user permissions to change reference data, please contact the ORD Help Desk at (919) 380-4588 or via email at ord.omishelpdesk@epa.gov.
 

Prerequisites
Before you can add, edit, and/or delete reference data, the pick list must already exist within the EIMS application, you must have Logged in with a registered account, and you must have editing permissions for the pick list.
How do you populate the Availability reference data in the EIMS application?
Although you use the same data entry form, the process varies slightly depending upon whether you are adding, editing, or deleting Availability reference data.
How do you add Availability reference data in EIMS?
Step 1 Select the Maintain Reference Data button from the Main Menu.
Step 2 Navigate to the Availability data entry form.
Step 3 Select the Add button.
Step 4 Populate fields as desired.
Step 5 Select the Save button.

How do you edit the Availability reference data in EIMS?
Step 1 Select the Maintain Reference Data button from the Main Menu.
Step 2 Navigate to the Availability data entry form.
Step 3 Open the edit page for the individual Availability option value you wish to modify.
Step 4 Edit fields as desired.
Step 5 Select the Save button.

How do you delete Availability reference data in EIMS?
Step 1 Select the Maintain Reference Data button from the Main Menu.
Step 2 Navigate to the Availability data entry form.
Step 3 Open the edit page for the individual Availability option value you wish to delete.
Step 4 Select the Delete button.
Step 5 Select the OK button to confirm the deletion.
Detailed InstructionsLink to top of page
Instructions for Adding Availability Reference Data
Step 1 Select the Maintain Reference Data button from the Main Menu. (Click here for more information.)
 
Step 2 Select the data entry form link from the Navigation Sidebar to display the Availability data entry form.
 
Step 3 Select the Add button.
 
NOTE If no pick list options are currently saved in EIMS, the form automatically displays in add mode. Skip to Step 4.
 
 Picture of Availability data entry form in report mode
 
Step 4 Populate fields as desired (see instructions below).
 
NOTE Mandatory fields are indicated by an asterisk (*).

 Picture of Availability data entry form in add mode
 
 The following table provides definitions and instructions for each field. (Please see Conventions for an explanation of the form's buttons.)

Field Definition / Instructions
Availability Code* Enter a new value to represent the name of a new type of individual or group for designating who will be able to view a record through EIMS search functions once it has been reviewed by the Metadata Librarian.
Availability Description* Enter a description of the individual or group represented by the designated Availability Code.
 
Step 5 Select Save, and a Success! message displays on the page indicating that the row (individual Availability menu option) has been inserted (i.e., the information you entered has been added to the EIMS database).
 
NOTE Once saved, you cannot edit the Availability Code field. If you made a mistake in the field, delete the erroneous entry and add the correct one.

 Picture of Availability data entry field with success message from addition
 
 
NOTE Select a data entry form link from the Navigation Sidebar to continue adding and/or editing reference data in EIMS.

Instructions for Editing Availability Reference DataBack to top of page

Step 1 Select the Maintain Reference Data button from the Main Menu. (Click here for more information.)
 
Step 2 Select the data entry form link from the Navigation Sidebar to display the Availability data entry form.
 
Step 3 Open the edit page for the individual pick list option you wish to modify by selecting the link in the table of Availability menu options currently saved in the EIMS application.
 
NOTE If the option you want to select is not on the first page of the list, either scroll through the list of valid options using the navigational buttons or click on Query to initiate a search.
 
 Picture of Availability data entry form in report mode
 
Step 4 Edit fields as desired (see instructions below).
 
NOTE Mandatory fields are indicated by an asterisk (*).

 Picture of Availability data entry form in edit mode
 
 The following table provides definitions and instructions for each field. (Please see Conventions for an explanation of the form's buttons.)

Field Definition / Instructions
Availability Code* The name of a type of individual or group for designating who will be able to view a record through EIMS search functions once it has been reviewed by the Metadata Librarian. You cannot edit this field.
Availability Description* Edit the description of the individual or group represented by the designated Availability Code.
 
Step 5 Select Save, and a Success! message displays on the page indicating that the row (individual Availability menu option) has been updated (i.e., the changes you entered have been made in the EIMS database).
 Picture of Availability data entry field with success message from edit
 
 
NOTE Select a data entry form link from the Navigation Sidebar to continue adding and/or editing reference data in EIMS.

Instructions for Deleting Availability Reference DataBack to top of page
Step 1 Select the Maintain Reference Data button from the Main Menu. (Click here for more information.)
 
Step 2 Select the data entry form link from the Navigation Sidebar to display the Availability data entry form.
 
Step 3 Open the edit page for the individual pick list option you wish to delete by selecting the link in the table of Availability menu options currently saved in the EIMS application.
 
NOTE If the option you want to select is not on the first page of the list, either scroll through the list of valid options using the navigational buttons or click on Query to initiate a search.
 
 Picture of Availability data entry form in report mode
 
Step 4 Select the Delete button to eliminate the specified Availability menu option from the EIMS application.
 Picture of Availability data entry form in edit mode with delete button highlighted
 
Step 5 Select OK to confirm the deletion, and a Success! message displays indicating that the row (individual Availability menu option) has been deleted.
 Picture of Availability data entry field with delete confirmation box
 
 Picture of Availability data entry field with success message from deletion
 
 
NOTE Select a data entry form link from the Navigation Sidebar to continue adding and/or editing reference data in EIMS.

 
 
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