Reference Data Management

About Reference Data

Reference Data Management is the backbone of UniCMMS categorization. Administrators use it to maintain standardized lookup values and classifications used throughout the system. By defining these global values, every user—whether creating a Work Order, a Purchase Order, or an Asset—uses the same terminology, which supports accurate reporting and data integrity.

How to access Reference Data

1. From the main UniCMMS sidebar, scroll to Other and click Admin Portal.
2. In the Admin Portal sidebar, under Settings, click Reference Data.

Reference Data categories

Each category below serves a specific operational purpose.

Category	Operational use
Additional Costs	Extra expenses for Work Orders or Purchase Orders (e.g. expedited freight).
Asset Status Reasons	Why an asset is in its current state (e.g. under repair, sold).
Asset Types	Groups physical equipment (e.g. HVAC, vehicles, electrical).
Budget Accounts	Links maintenance costs to financial tracking codes.
Business Types	Classifies external partners (e.g. vendor, contractor, regulator).
Charge Departments	Internal department or cost center responsible for a cost.
Maintenance Types	Nature of a task (e.g. safety, emergency, inspection).
Metric Units	Units for parts consumption and meter readings.
Part Types	Inventory categories (e.g. consumables, critical spares).
Procedure Types	Groups standard operating procedures (SOPs).
Tool Types	Specialized tools used in maintenance tasks.
Warranty Types	Coverage scope for assets or parts (e.g. full, limited, extended).

Detailed guides

• Additional Costs
• Asset Status Reasons
• Asset Types
• Budget Accounts
• Business Types
• Charge Departments
• Maintenance Types
• Metric Units
• Part Types
• Procedure Types
• Tool Types
• Warranty Types

Global attribute: the Name field

Note

Important — the “Name” field

The Name field in Reference Data acts as a shared label across the database. Editing it has system-wide effects:

• Global synchronization — Renaming a value (e.g. from “Shipping” to “Delivery Fee”) updates that label everywhere it is referenced, including historical and active Work Orders and Purchase Orders (where the product implements this behavior).
• Audit consistency — Filters and reports stay aligned when your organization updates terminology.
• Correction vs. new record — Use Edit to fix a mistake or rename globally. If you must preserve the old label in history while using new terminology, create a new record instead of overwriting the existing one.