Add a value to a global field, with or without translation

To add a value to a global field, go to Super > Global Fields and click the dropdown box next to the field. Click Add new at the top of the list that opens, and type the text in the box. If the value needs separate English and Norwegian texts, switch on the Translation toggle under the box and fill in both. Then click Save. The value is then available in every module that uses the field.

Before you start

If Global Fields is missing from your Super menu, contact Antenor support.
You need the Admin level on the Super area row of your rights; this is what shows the Super menu. Your user administrator sets this. Without it, the page shows “You must have Super user access rights to access Global Fields.” instead of the fields.
A global field is a shared dropdown list. Its values are stored once and used by every module that has the field.

Steps

In the left menu, click Super.
Click Global Fields. The fields are listed alphabetically under Fields.
Find the field you want. Each field is one row, with its name on the left and its own dropdown box to the right, showing “Type here to search”. Click the box next to that field. Its list of values opens below the box.
Click Add new, the button at the top of the opened list. An input row appears at the top of the list.
Type the text in the box.
If the value needs separate texts in English and Norwegian, switch on the Translation toggle under the box. You now get two boxes, English and Norwegian, and the text you already typed is in English. Fill in Norwegian, and correct English if needed. Save stays disabled until both have text.
Click Save. To leave without saving, click Cancel instead.

Example: a company name such as “Nordvik AS” reads the same in both languages, so leave Translation off. A department called “Quality” in English and “Kvalitet” in Norwegian needs Translation on. If you forget, open the field’s list, click the pencil on the value, and switch on Translation in the edit row that opens; it has the same two boxes.

What you should see

The new value is added to the field’s list as an active value. Active values are listed first, sorted by name, followed by deactivated ones.

If the value is refused with “Value already exists!”, the field already has a value with the same English text or the same Norwegian text. Upper and lower case and spaces before or after the text are ignored, so “quality “ counts as the same as “Quality”. Deactivated values count too, even though they are no longer offered in dropdowns in edit mode. A value saved without translation has the same text in both languages, so it blocks that text in either language later. To fix it, search the field’s list for the text, including values marked [Deactivated]. Then use the existing value, reactivate it, or edit it.

Where the value shows up

The value is saved straight away and is available in every module that uses the field. Which modules use a field is set up separately:

In standard document modules, Antenor places the field in the module.
For equipment, the Action Manager and risk management, a global field is added to the module with Add from global drop-downs on the module’s Admin tab; see the articles under “Next step”.
Competency uses the fields location, department, country and company, set when Antenor enables the module.
The substance register’s Admin tab has no option to add a global field.

A new field is created under Super > Global Fields itself; see Create, rename or delete a global field.

A module that does not use the field does not show the value. Colleagues who already have a page open may need to reload it before the new value appears in their dropdown.

Inside documents, the dropdown lists only active values. Each user sees the value in their own language, and the first letter is shown as a capital.

Good to know

The same list also lets you edit, deactivate, activate, delete and merge values. Editing a value changes it everywhere it is used, including documents already published, because documents point to the value rather than storing its text. The page warns: “Editing the value will affect all modules in which it is in use. Are you sure you would like to continue?” Merging shows a similar warning: “Merging values will overwrite current value everywhere they are in use”. A value cannot be deleted while it is in use. These actions are described in Change, deactivate, delete or merge values in a global field.