Overview
The Inactive LOV Entries feature allows organizations to phase out List of Values entries that are no longer needed while preserving historical data integrity. Rather than permanently deleting LOV entries that have been used in the system, you can mark them as inactive, preventing future use while maintaining references in existing records.
This capability is particularly valuable in regulated manufacturing environments where audit trails and historical data must remain intact, yet operational requirements change over time.
When to Use Inactive LOV Entries
Consider marking LOV entries as inactive when:
- A process, location, or category is no longer in use but has historical references
- Equipment, suppliers, or methods have been discontinued
- Organizational changes require updated terminology or classifications
- NCR types, disposition types, or inspection methods are being phased out
- You need to simplify dropdown selections without losing historical data
How Inactive Entries Behave
Once an LOV entry is marked as inactive:
In Dropdown Menus: The entry will no longer appear in selection lists for new records or when creating new data.
In Existing Records: Records that already reference the inactive entry will continue to display it with an "(Inactive)" label appended to the value.
Reactivation: Inactive entries can be reactivated at any time if needed, making them available again in dropdown selections.
Data Integrity: All historical records retain their original values, ensuring complete traceability and audit compliance.
Configuration Steps
Step 1: Access List of Values
Navigate to the Master Data tab and click the List of Values tile to access the LOV management interface.
Step 2: Select LOV Group and List
Use the Group listed to select the category of LOV entries you want to manage (e.g., CAPA/NCR/Complaint, Inspection, PPAP).
Select the specific List you want to modify from the List (e.g., Detected At, NCR Types, Disposition Types).
Step 3: Mark Entries as Inactive
In the LOV management grid, locate the Active? column on the right side of the table.
To mark an entry as inactive, uncheck the checkbox in the Active? column for that entry.
To reactivate an entry, check the checkbox in the Active? column.
Step 4: Save Changes
Click the SAVE button to apply your changes.
The system will immediately update dropdown selections throughout the application based on the new active/inactive status.
Practical Examples
Example 1: Phasing Out Old NCR Types
Your organization previously used "Minor Defect" and "Major Defect" as NCR Types but has transitioned to ISO 9001 classification terminology. Rather than deleting these entries and losing historical references:
- Navigate to Master Data > List of Values
- Select Group: CAPA/NCR/Complaint, List: NCR Types
- Uncheck the Active? box for "Minor Defect" and "Major Defect"
- Click SAVE
Result: New NCRs can only use current classification types, but historical NCRs still display their original classifications with an "(Inactive)" label.
Example 2: Discontinued Inspection Types
A custom inspection type called "Control Calidad" was used during a pilot program but is no longer needed:
- Navigate to Master Data > List of Values
- Select the appropriate Group and List containing inspection types
- Uncheck the Active? box for "Control Calidad"
- Click SAVE
Result: The inspection type no longer appears as a button option when creating new inspections, but existing inspections retain the original type with an "(Inactive)" designation.
Example 3: Removing Outdated Detected At Locations
After a facility consolidation, several manufacturing areas no longer exist:
- Navigate to Master Data > List of Values
- Select Group: CAPA/NCR/Complaint, List: Detected At
- Uncheck Active? for obsolete locations like "Building 3 - Line 7"
- Click SAVE
Result: Quality personnel can only select current facility locations when creating new NCRs, simplifying the user experience while preserving historical location data.
Special Considerations for Inspection Types
When marking Inspection Types as inactive, the system applies additional controls:
Button Visibility: Inactive inspection types will not appear as button options in the New Inspection slideout or in the More tab for existing inspections.
Plan Specifications: Inactive inspection types will not appear in the inspection type configuration table within Manufacturing or Receiving Plans, even if custom settings previously existed for those types.
Existing Inspections: If viewing an inspection that uses an inactive type, a warning message will indicate the current selection is inactive, but no button will be visually selected.
Spec Listings: The Insp Types column in plan specification views will exclude inactive inspection types from the display.
Important Notes
Inactive Status is Not Deletion: Marking an entry as inactive does not remove it from the database. All historical references remain intact and accessible for reporting and audit purposes.
API and Import Validation: The system prevents inactive LOV entries from being used through Excel imports or API integrations. Attempts to use inactive values will generate validation errors.
User Management Similarity: Inactive LOV entries behave similarly to inactive users in the system - they remain in existing records but are unavailable for new selections.
Reversible Action: Inactive entries can be reactivated at any time without data loss, providing flexibility as organizational needs change.
Maintaining LOV Data Quality
Best practices for managing LOV entries:
- Review LOV entries quarterly to identify candidates for inactivation
- Communicate with quality team members before marking frequently-used entries as inactive
- Document the reason for inactivating entries in organizational procedures
- Reactivate entries temporarily if historical analysis requires creating test records with legacy values
- Use inactive status rather than creating duplicate entries with modified names
Need Assistance?
For questions about managing List of Values or inactive entries, contact your organization's 1factory administrator or email support@1factory.com.