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 and maintain master data in Effivity. It covers creating a master in Master Builder, defining the index view, adding, editing, and archiving values, using a master as a dropdown in form, preventing duplicate entries, understanding the effect of later changes on existing records, and maintaining master data quality.

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Preserves historical values when data is no longer active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 in Master Builder

Step 1: Open Master Builder

1. From the left navigation menu, open Administration.

2. Click Master Builder.

3. On the Master Builder list page, click Add New.

Step 2: Define the master and fields

Enter a clear name, such as Client Master or Non-Conformance Type Master. Drag and drop the required fields into the column. Keep the primary display field mandatory because it will be used in forms and dropdowns.

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: Define the index view

After saving the master structure, configure the index view. Select the fields that should appear in the listing screen and place the primary name first. Include a code or status where useful so users can recognise duplicates and inactive records without opening each item.

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. Open the required master and click Add New.

2. Search the existing list before entering a new value.

3. Complete the mandatory fields and save the record.

4. Confirm that the new value appears correctly in the index view.

Editing a value

Use Edit for correction or update, such as fixing spelling, changing a client name, or adding a missing code. Review the impact before changing a value that is already used in forms or reports.

Archiving a value

Archive when it should no longer be available for new records. Do not delete or repurpose it, because previously saved records may still refer to that value.

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. Open the required form in the form builder.

2. Under Data Components, select Master Data List.

3. Drag and drop the component into the column on the form.

Step 2: Select the master

1. Open the Master Data List component properties.

2. From the Master dropdown, select the required master.

3. Enter the field label users should see, such as Client or Non-Conformance Type.

Step 3: Configure Select Fields

Select Fields controls which master field is displayed in the dropdown. The first selected field is treated as the primary display value.

After saving the component and form, create a test record and verify that only the correct active master values appear in the dropdown.

Section 5: Impact on Existing Records and Data Quality

Impact when a master value is updated

Existing records retain the master name or value saved when the record was created. New records created after the update use the new or updated value. As a result, reports covering both periods may show both names.

Record type	Expected result
Existing records	Continue to show the previously saved master value
New records	Use the updated or newly created master value
Reports covering both periods	May show old and new values separately
Archived values	Remain visible historically but should not be available for new selection

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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