Creating and managing master data in Effivity

Posted By Effivity Team

on Jul 23, 2026

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Creating and managing master data in Effivity

ABSTRACT

This guide explains how to create a master within its existing process in Effivity, configure its index view, and maintain master values. It also covers linking a master to a form dropdown, setting a unique key combination, and reviewing the effect of changes on existing records. Create or change process configuration in sandbox, test it, then publish and verify it in the main account. Maintain ordinary master values through the published master list.

For support, contact: techsupport@effivity.com

Section 1: Understanding Master Data

Master data is a controlled list of reusable data configured once and used across multiple Effivity modules and forms. It is normally presented to users as a dropdown, which prevents repeated manual typing and keeps reporting consistent.

Common examples

Client Master - approved customer names used in complaints, audits, projects, and other records

Non-Conformance Type Master - approved categories such as Product Defect, Process Deviation, or Documentation Error

Product Category, Risk Category, or Training Type masters

Note: Use a master when the same controlled data is needed in more than one place. This improves consistency, search results, filters, dashboards, and reports.

Why master data is important

Uses one approved spelling and naming convention across the application

Reduces typing errors and prevents uncontrolled dropdown values

Makes forms faster and easier to complete

Preserves historical values when data is no longer active

Before creating a new master

1. Search for an existing master with the same purpose.

2. Confirm where the master will be used and who owns the data.

3. Decide the required fields, such as Name, Code, Description, and Status.

Section 2: Creating a Master within a Process

Step 1: Open the Relevant Process

1. In the main account, select Admin from the top navigation, then Process. Select Switch to Sandbox and confirm that the SANDBOX banner is visible.

2. Find the existing process in sandbox. Open its row action menu and select Edit to open the Artifacts workspace.

3. Expand Master and select the + icon beside its heading. The Create Master screen opens within that process.

Figure 1: Current Effivity interface with orange control annotations

Figure 1: Master creation inside the Risk And Opportunity process Artifacts workspace.

Step 2: Define the master and fields

Enter a clear Master Name, such as Client Master or Risk Category. Drag the required components into the panel columns and configure their properties. Make the primary display field required. Review Access Control (Admin) and Access Control (User) for the intended users, then select Save. Leave Disable Add New Button unchecked when users need to add values. Reopen the saved master to confirm its fields and settings.

Example field	Purpose
Client Name	Approved name users will see and select
Client Code	Unique business code that helps prevent duplicates
Description	Optional supporting information
Status	Shows whether the value is active or inactive

Step 3: Configure the Index View and Unique Key

Under Master in the process, open the action menu beside the master and select Index Views. Select the fields to display in the listing. If duplicate prevention is required, use Unique key combination to choose the identifying field or combination of fields, then select Save. Reopen Index Views to confirm the saved selection. Test the intended duplicate rule in sandbox before relying on it. Figure 2 shows the available control; no unique key is selected in this example.

Master actions in the process include Edit, Menu Mapping, Index Views, Archive, and History. Use Menu Mapping when the master needs to be available through the user navigation.

Publish the process to make the changes live in Main account.

Figure 2: Current Effivity interface with orange control annotations

Figure 2: Index Views for Risk Category, showing listing fields and Unique key combination.

Recommended index view: Name, unique code, status, and one supporting field needed to distinguish similar values.

Section 3: Adding, Editing, and Archiving Master Values

Adding a value

1. In the main account, select the relevant management system, then Masters. Expand the relevant group and open the required master; for example, QMS > Masters > Risk And Opportunity > Risk Category. The master must already be published and mapped to the menu for the intended users.

2. Search the existing list first. If the value does not already exist, select Add New.

3. Complete the required fields and select Submit.

4. Confirm that the value appears correctly in the listing.

Figure 3: Current Effivity interface with orange control annotations

Figure 3: Published Risk Category master list showing its saved columns, existing values, Add New, and Search.

Editing a value

Open the action menu on the value's row and select Edit. Correct the required details, then select Submit. Review the impact before changing a value already used in forms or reports.

Archiving a value

Open the action menu on the value's row and select Archive, then review the confirmation before proceeding. This action applies to the selected value. Archive in the process Artifacts menu applies to the master itself. Do not repurpose an old value to mean something different.

Example: Do not change an old value called Supplier Issue into Customer Complaint. Archive Supplier Issue and create Customer Complaint as a new value.

Section 4: Using Master Data in Forms and Dropdowns

Step 1: Add the Master Data List component

1. Select Admin > Process in the main account and Switch to Sandbox. Confirm the SANDBOX banner, then select Edit for the existing process. Expand Form and select Edit from the required form's action menu.

2. Expand Data Components and locate Master Data List.

3. Drag the component into the required column on the form.

Figure 4: Current Effivity interface with orange control annotations

Figure 4: Data Components expanded in the form builder, with Master Data List available.

Step 2: Select the master

1. Open the Master Data List component settings using its gear icon.

2. In Masters, select the required master.

3. Enter the Label users should see, such as Client or Risk Category. Set Required if a selection is mandatory.

Step 3: Configure Select Fields

Use Select Fields to choose the master field to display, such as Risk Category. Put the intended display field first when selecting multiple fields. Select Save in the component settings, then Save in the form. Reopen the form and component to confirm that the selected master and display fields were saved. Test and publish the configuration as described below.

Figure 5: Current Effivity interface with orange control annotations

Figure 5: Master Data List settings linked to Risk Category, with Label, Masters, and Select Fields.

After saving the component and form, create a record and verify the intended master values, display field, and access permissions in the dropdown.

Testing and publishing configuration changes

1. Save each changed artifact. For a form, save the component settings and the whole form. Reopen the configuration to confirm that the changes persist.

2. Select Start Testing in the process Artifacts workspace. Open the master list and check its columns and realistic values. Open the related form and check the master dropdown and any required selections. Correct and save any issue before publishing.

3. Return to the process Artifacts workspace and select Publish. Wait for the Process Publish Wizard to load. Review the access selections and retain the intended existing permissions.

4. Select Publish Now, then Yes in the confirmation. Wait for publication to finish. Saving an artifact alone does not apply its configuration to the main account.

Figure 6: Process Publish Wizard showing access selections and Publish Now.

5. Select Back to Main Account. Reopen the published master list and related form. Confirm the saved columns and dropdown behavior there; Figure 3 shows the published Risk Category listing. Do not assume that sandbox example records are copied to the main account.

Section 5: Impact on Existing Records and Data Quality

Impact when a master value is updated

A saved record may retain the master label captured when it was created. Updating a master value should not be assumed to rename every historical record. Check an existing record, a new selection, and any affected report after a change; custom scripts, integrations, and report configuration can affect the result.

Record type	Expected result
Existing records	May retain the previously saved value; verify affected records.
New records	Use the updated or newly created master value
Reports covering both periods	May show old and new values separately
Archived values	Retain historical references; verify availability for new selections.

Maintaining master data quality

Assign a data owner responsible for approving additions and changes.

Limit create, edit, and archive access to authorised users.

Use approved spelling, capitalisation, abbreviations, and code formats.

Review active and archived values periodically for duplicates or obsolete entries.

Check affected forms, dashboards, reports, and integrations before major updates.

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