Lookups
The dropdown lists every form draws on: contact types, lead sources, activity types, company types, bank account purposes, parking types, amenities, unit types and unit configurations.
Lookups
Lookups are the short lists that fill the dropdowns across the app: what kind of contact someone is, where a lead came from, what a bank account is for, which unit types and configurations you sell. Each organization keeps its own lists. Add values as your business needs them, and retire values rather than deleting them once records use them.
Where to find it
Open the account menu in the top bar, choose Settings (see Settings), then the Lookups tab. Messages elsewhere in the app that mention "Settings > Lookups" point here.
The tab appears with any permission on Lookups; the page needs the View permission on Lookups. Without it the page shows "No access" and "You do not have permission to view lookups. Ask your administrator." In the default roles every role can view lookups; the Finance Lead, Project Manager, Sales Manager and Rehab Officer can also add and edit them; only the Administrator can delete.
What you see
The heading reads Lookups with the line "The dropdown values every form draws on. Each organization keeps its own lists; deactivate a value instead of deleting it once records use it." On the right, when you may add, the New … button, named for the list you are on (for example New lead source).
A row of tabs, one per list, with a one-line description and the box Show inactive under it:
| Tab | Description shown | Used by |
|---|---|---|
| Contact types | "Lead, Customer, Tenant, Vendor contact… The Tenant type is required by society members." | Contacts. The Tenant and User types are looked up by the app itself. |
| Lead sources | "Where enquiries come from: walk-in, portal, referral, channel partner…" | Opportunities. |
| Activity types | "Calls, site visits, meetings… System entries (stage changes, estimates, bookings) are locked." | Opportunity activities. The locked rows are written by the app. |
| Company types | "Promoter entity, channel partner, vendor, contractor. The company form adapts to the code." | Companies. The promoter type is looked up by the app. |
| Bank account purposes | "The project's RERA accounts (collection, RERA separate, operative), GST, operating, payouts…" | Bank accounts. The seeded values are Collection account, RERA separate account, Operative account, GST, Operating, Client Payment, Tenant Payout and Channel Partner Payout. The first four tell the app which of a promoter's accounts are a project's collection, RERA separate, operative and GST accounts: they drive the readiness check, the bank ledgers, the receipt default and warning, and the RERA sweeps. |
| Parking types | "Covered, open, stilt, podium, mechanical, EV…" | Parking slots (see Parking). |
| Amenities | "Society and project amenities, grouped by category." | Project amenities (see Amenities). Each row can carry a Category. |
| RERA jurisdictions | "The states and union territories whose RERA authority registers projects (Maharashtra / MahaRERA, Gujarat / GujRERA …). A project's RERA registration names one; the description holds the authority's short name." | The RERA registration card on the project overview. Seeded with every state and union territory; add or rename as the authorities change. |
| Unit types | "What kind of unit it is: Apartment, Office, Shop, and whatever else you sell — Showroom, Row House, Duplex. Each says whether it suits residential or commercial projects." | Units, unit configurations, pricing plans, opportunities, allottees. |
| Unit configurations | "The typologies units are: Studio, 1/2/3 BHK, Penthouse, Office, Shop. Areas belong to each unit, not to the typology." | Units. Each row names its Unit type and Bedrooms. |
| Approval types | "The sanctions and NOCs a project collects: layout sanction, IOD, CC, plinth and further CC, OC, fire and other NOCs. Tick "required before sale" on the ones your state demands; the Organization setting decides whether a missing one blocks selling." | Approvals. Each row may name a Jurisdiction and carries Required before sale. |
| KYC document types | "The papers collected from an applicant on a booking: PAN, Aadhaar, photograph, address proof… NRI rows join the checklist only for NRI, OCI and foreign-national applicants; Company rows only for a company buyer." | Applicants & parking. Each row says who it Applies to. |
The grid for the chosen list:
| Column | What it shows |
|---|---|
| Code | The short code records refer to. A lock icon marks a system row. |
| Name | The value as users see it, with an Inactive badge when retired, the category badge on amenities, and the description underneath. |
| Order | The sort order; lower comes first in dropdowns. Values with the same order sort by name. |
| Actions | The row's icons. |
When a list is empty the grid reads "No <list> yet" (for example "No lead sources yet").
A new organization starts with 6 contact types, 5 lead sources, 26 activity types (21 of them system rows), 4 company types, 7 bank account purposes, 8 parking types, 13 amenities, 3 unit types and 11 unit configurations.
What you can do
New … (for example New lead source)
Opens the panel "New <item>" on the right. The sort order is filled with the highest order in the list plus 10, so the new value goes to the end.
| Field | Rules |
|---|---|
| Name | Required ("Name is required"), up to 100 characters. Placeholder "Walk-in". |
| Code | Read-only. It is made from the name as you type (capital letters, digits and underscores, up to 50 characters): "Set automatically from the name; used in reports and integrations." A name with no letters or digits gives "Code is required". |
| Description | Optional. |
| Category (amenities) | "Optional; groups amenities in pickers", up to 50 characters. |
| Unit type (unit configurations) | Required. Pick from your unit types: "Which kind of unit this typology describes; the list is the Unit types lookup". Missing: "Required for a unit configuration." |
| Bedrooms (unit configurations) | 0 to 20 in halves: "2.5 allowed; blank for offices and shops". |
| Suits residential projects (unit types) | "Offered on Residential and Mixed projects". |
| Suits commercial projects (unit types) | "Offered on Commercial and Mixed projects". |
| Sort order | Required whole number, 0 or more: "Lower comes first in dropdowns". |
| Active | "Inactive rows stay on existing records but are not offered in pickers." |
Cancel closes the panel; Add <item> saves.
- Who: anyone with the Create permission on Lookups. Without it the button isn't shown.
- Blocks: a name whose code is already taken (by an active or inactive row) shows "Another <item> already has the code <CODE>; choose a different name." under the name. Two unit types or two unit configurations with the same name are refused with "That conflicts with existing data."
- What happens next: ""<name>" added." and the value is offered in the relevant dropdowns at once.
Edit / View
The pencil icon (or the eye icon when you can only look) opens the panel "Edit <name>" with the same fields. The code is fixed: "Fixed once created; records refer to it." A system row shows "A system row: the application writes entries of this type itself. You can rename or deactivate it, but its code stays." Save changes is greyed out until you change something; in read-only mode the only button is Close.
- Who: anyone with the View permission on Lookups can open the panel; saving needs the Edit permission on Lookups.
- What happens next: ""<name>" updated." Only the fields you changed are saved.
Delete
The trash icon (not shown on system rows) opens "Delete <item>?": "<name> (<code>) will be removed. A value already used by records cannot be deleted; deactivate it instead." with Cancel and Delete.
- Who: anyone with the Delete permission on Lookups.
- Blocks: a unit type still in use, naming what holds it: "3 units still use this unit type; deactivate it instead" (or unit configurations, pricing plans, opportunities or allottees). Any other value that records still refer to (a contact type, activity type, company type, bank account purpose, parking type or amenity): "That conflicts with existing data." A system row, if attempted another way: "System rows cannot be deleted; deactivate instead".
- What happens next: ""<name>" deleted."
Show inactive
Ticking the box adds retired values to the grid so you can edit or reactivate them.
Statuses
| Status | Meaning |
|---|---|
| Active | Offered in dropdowns. |
| Inactive | Kept on the records that already use it, but not offered for new ones. Untick Active in the panel to retire a value; tick it to bring it back. |
| System row (lock icon) | Written by the app itself (activity types only: stage changes, estimates, bookings and so on). You can rename or deactivate it; its code stays and it cannot be deleted. |
Things to know
- Codes are made from names and never change. Reports and integrations refer to the code, and records store it, so the code is derived when the value is created (WALK_IN for "Walk-in") and fixed thereafter. Renaming a value changes only what users see. See Lookups and their codes.
- Deactivate, don't delete, once a value is in use. Deleting a value that records still refer to is refused for most lists. Two lists are different: a deleted lead source or unit configuration is quietly cleared from the opportunities or units that used it, so prefer deactivating those too.
- Some values are looked up by the app. The Tenant and User contact types, the Promoter Entity company type and the Collection account, RERA separate account, Operative account and GST bank account purposes are used by the app itself. Without the User contact type an invited user gets no contact record; adding society members needs Tenant ("The 'Tenant' contact type is not configured. Ask an administrator to add it under Lookups."). Keep these active.
- Unit types decide what a project may sell. A unit type is offered on Residential projects when it suits residential, on Commercial projects when it suits commercial, and on Mixed projects always. Using a type on a project it doesn't suit is refused: "<X> is not a unit type for a <Residential/Commercial> project; change the project's property type, or mark the unit type as suiting it under Settings > Lookups".
- A unit configuration is a typology, not a size. It carries a name, a unit type and a bedroom count; the areas belong to each unit.
- Reseeding brings defaults back. When whoever maintains the server reseeds the default lookups, any default value whose code and name are both missing is created again; a deactivated default stays as it is.
- There is no History button here. Changes to lookup values are still recorded in the Audit log, which needs the View permission on Audit Trail.
Related
Related
- RERA registration, its validity and extensionsConcept
A project's RERA registration is a history of certificates and extension orders, each with the state authority that issued it and the dates it is valid for; the one in force today decides whether the project may sell, and an expiry is a new row, never an edit.
- SettingsScreen
The Settings area of the app: a row of tabs for your organization's profile and policies, products, users, roles, lookups, workflows, documents, AI connectors and the audit log.
- UsersScreen
The people in your organization: invite new users, change their role, deactivate or reactivate them, reset a lost two-factor authentication, and resend or revoke pending invitations.
- Audit logScreen
The organization-wide change log: every create, change and delete, every sign-in (including refused ones), sign-out and downloaded file, with who did it, when, from where and what changed.
- StructureScreen
Build and maintain a project's towers (wings), floors and units, generate them in bulk, and see every unit's status and designation at a glance.
- ParkingScreen
Set up the project's parking areas (basement, podium, stilt) and their numbered parking slots, see who holds each parking slot, and allocate parking slots to society members.
- AmenitiesScreen
List what the new project provides, either once for the whole project (clubhouse, pool) or on particular towers (refuge unit, society office).
- Edit projectScreen
Change a project's facts on one page: basics, site address, land survey details and expected possession, and, on a redevelopment, the development agreement date and the fair value of the development rights. The settings the project inherits from the organization live on its Settings tab.
- ContactsScreen
The master list of every person your organization deals with, with a panel to add, edit, deactivate or delete a contact and see who changed the record.
- CompaniesScreen
The master list of legal entities you deal with: promoter entities, channel partners, vendors and contractors, with search, filters and shortcuts to open, edit or delete a company.
- Bank accountsScreen
One register of every bank account you pay from or into: the promoter's collection, RERA separate, operative, GST and operating accounts, and the payout accounts of channel partners, vendors, buyers and society members, with joint holders and verification.
- OpportunitiesScreen
The sales pipeline as a list or a stage board: every buyer enquiry with its stage, owner and current estimate, with filters, search and shortcuts to open, edit, delete or reopen one.
- Lookups and their codesConcept
The dropdown lists each organization maintains (contact types, lead sources, activity types, company types, bank account purposes, parking types, amenities, unit types, unit configurations), the machine code each value carries, how the code is derived from the name, and why some codes must not be retired.
- Unit types and unit configurations (typologies)Concept
A unit type says what kind of unit it is (Apartment, Office, Shop, Showroom) and which property types it suits; a unit configuration is the typology (2 BHK, Penthouse, Office) made of a name, a unit type and a bedroom count, with the areas kept on each unit.
- Maintain a dropdown listHow-to
Add, rename, reorder, retire or delete the values in your organization's dropdown lists (contact types, lead sources, activity types, company types, bank account purposes, parking types, amenities, unit types and unit configurations) under Settings > Lookups.
- Lookup row or unit configuration cannot be deleted: deactivate it insteadTroubleshooting
A lookup value that records already use, a system activity type the application writes itself, or a unit configuration that units carry cannot be deleted; untick Active so it stops being offered while existing records keep it.
- Unit type, configuration or plan does not suit the project or the unitTroubleshooting
A unit type must suit the project's property type (its Suits residential / Suits commercial ticks under Lookups), a configuration must be active and of the same type as the unit, a pricing plan prices only units of its own type, and sheets must name unit types that exist.