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Lookup Lists

The Lookup Lists page provides an overview of all the lookup lists available in your environment. Lookups are used throughout the platform to store reference data and can be connected to automations as Organization-Defined Parameters (ODPs).

There are two types of lookup lists:

  • Built-in – Lists created by ASCERA and used by automations and other platform functionality. These cannot be deleted or have their schema modified.
  • Custom – Lists created specifically for your tenant. These support full customization, editing, and deletion.

You reach the page from Lookup Lists under Lists in the left navigation.

Each lookup in the table includes the following details:

  • Name – The display name of the lookup.
  • Description – A brief explanation of what the lookup contains.
  • Type – Either Built-in or Custom.
  • Used By – Displays a list of automations that use the lookup as an ODP. Lookups that are not in use show No usage.
  • Created By – The user, or System for built-in lists, that created the lookup.
  • Created – The date and time the lookup was created.
  • Last Modified By – The user who made the most recent change.
  • Last Modified – The date and time of the most recent change.
  • Row Count – The number of data rows the lookup currently holds.

The Type and Used By columns each have a filter control in the column header, and a search box above the table finds a lookup by name.

Managing Lookup Lists​

Create a Custom Lookup​

You can create your own lookup list by uploading a .csv file. The file defines the schema (columns) and initial data for the lookup.

Edit a Lookup​

Depending on the type, you can edit lookup lists in the following ways:

  • Name and Description – Update the metadata of the lookup.

  • Data Rows – Add or remove rows from the lookup.

  • Cell Data – Edit values directly within individual cells.

  • Import Data – Bulk import new records into the lookup list.

  • External Sync – Configure the lookup to pull data from an external source (e.g., a connector such as Microsoft Entra ID).

    • External syncs can also be scheduled to refresh the lookup automatically.
note

You must configure the connector before you can enable external sync.

  • Edit Schema – Change the column structure of the lookup.
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Schema editing is only available for Custom lookups. Built-in lookups cannot be modified.

Download a Template​

Download a .csv template that includes the column headers defined in the lookup schema. This is useful when preparing data for import.

Delete a Lookup​

Custom lookups can be deleted if they are no longer needed.

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Built-in lookups cannot be deleted.