Build reference tables with current values

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. You can use Aspen to create reference tables based on the values in the field. For example, if you do not create a street name reference table from scratch, the system can create one for you based on the values in the street name field.

Also, you can complete existing reference tables. For example, assume the street name field is already attached to a reference table, but the reference table does not contain all the street names present in the data. The Build Reference option adds the missing street names.

If your district recently converted from another information system, you might build a reference table to promote consistent data. For instance, if you did not have a Bus Number reference table, you could create one and then add reference codes so users enter values the same way. Instead of users entering B1, Bus 2, or #3, your reference table could have codes B01, B02, B03 to keep your data consistent.

To build reference tables using current values:

1. Log on to the District view.
2. Click the Admin tab.
3. Click the Data Dictionary side-tab.
4. Select the table that contains the field you want to build a reference table for.
5. On the Data Dictionary side-tab, click Fields.
6. Select the field.
7. On the Options menu, click Build Reference. The system asks if you are sure you want to build a reference table that includes all the current values in this field.
8. To view the reference table the system creates, click the Reference side-tab.