Information Values

  • Published on Apr 30, 2026
  • 6 minute(s) read
  • AF
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Feature Overview

Information Values define the allowed options for an Information Code of subtype Specification. Where an Information Code describes what attribute you are capturing — for example "Colour" — an Information Value defines each valid choice for that attribute, such as "Red", "Blue", or "Green". Together they form the controlled vocabulary that keeps specification data consistent across all master data records.

Each Information Value belongs to exactly one Information Code. A value has three content fields that serve different purposes: Information Value is the short internal code used as the key (e.g. RED); Description is the human-readable label shown to users on pages and documents (e.g. Red); and Value is an optional numeric or technical identifier that can be used for sorting, calculations, or webshop integration (e.g. 1). When specifications flow to documents or are used in Merge Descriptions, you control exactly which of these three fields is used as output through the Description Setup linked to the Information Code.

Information Values also carry their own language translations, extended text, and attachments — all configured via actions directly on the Information Value List. A value can have a translated description for each language code, meaning the correct description appears automatically on documents printed in a different language. If the associated Information Code is configured for Merge Descriptions, the value also inherits the merge settings and its sorting level in the merged output.

Key Facts

Area Detail
Where to set up Information Value List (accessed from the Information Code Card via the Information Values action)
Key fields Information Value (code), Description, Value, Sorting Level, Print Description
Per-value features Language translations, Extended Text (plain and HTML), Attachment
Integration points Information Codes, Translations, Extended Texts, Merge Descriptions, Logical Dependencies, Hierarchies

Getting Started

  1. Open the Information Code Card for the code you want to add values to.
  2. Choose the Information Values action to open the Information Value List filtered to this code.
  3. On a new line, enter an Information Value code — this is the internal key (up to 30 characters, no spaces).
  4. Enter a Description — this is the label users will see when selecting the value.
  5. Optionally enter a Value — use this for numeric identifiers or technical codes needed for sorting or external integrations.
  6. Set Sorting Level to control the order in which this value appears in lookup lists (lower numbers appear first; default is 99).
  7. Repeat for all values you want to make available for this code.
  8. If you need translations, select a value line and choose the Language action to add translated descriptions per language code.
  9. If you need longer rich-text content per value, use the Extended Texts or Extended Texts (HTML) actions.
  10. Save and close.

Related Features

Information Values depend directly on Information Codes — a value cannot exist without a parent code. Translations adds language-specific descriptions to individual values, ensuring that the correct text appears on documents for each language code. Extended Texts adds longer text content to a value, which can flow to documents alongside or instead of the short description. Merge Descriptions uses the Description, Value, or Information Value field of each value entry to build automatically generated descriptions on item records. Logical Dependencies uses specific Information Values as conditions and outcomes in dependency rules — for example, a rule that says "if Material Type = Metal, then Surface Treatment must be one of these values". Hierarchies can use Information Values as the basis for building specification-driven hierarchy structures between items.

User Stories

US-01: Define a controlled list of options for a Specification code

As a Business Manager
I want to define all valid colour options for the "Colour" Information Code
So that users can only select from approved colours and data is consistent across all item records

Setup:

  1. Open the Information Code Card for COLOUR and choose Information Values.
  2. Add a new line for each colour: enter the Information Value code (e.g. RED) and the Description (e.g. Red).
  3. Repeat for all colours.
  4. Set Sorting Level on each line to control the order in the lookup list.
US-02: Add a numeric Value field for sorting and integration purposes

As a IT Manager
I want to assign a numeric Value to each Information Value in the "Size" code
So that sizes can be sorted correctly in the Information Matrix and exported in the right order to a webshop

Setup:

  1. Open the Information Value List for the SIZE code.
  2. For each size value, enter a numeric code in the Value field (e.g. 10 for XS, 20 for S, 30 for M, etc.).
  3. Save. The matrix and exports will use this numeric Value for sorting.
US-03: Translate Information Value descriptions for multilingual documents

As a Sales Manager
I want to provide German translations for all colour values
So that documents printed for German-speaking customers show the correct colour descriptions automatically

Setup:

  1. Open the Information Value List for the COLOUR code.
  2. Select the value line (e.g. RED) and choose the Language action.
  3. Add a line with Language Code DEU and Description Rot.
  4. Repeat for all values and all required languages.
US-04: Add an extended marketing text to an Information Value

As a Sales Manager
I want to add a longer marketing description to the "Stainless Steel" material value
So that this text can flow to customer-facing documents alongside the short description

Setup:

  1. Open the Information Value List for the MATERIAL code.
  2. Select the STEEL value line and choose Extended Texts (HTML).
  3. Enter the longer description using the rich-text editor.
  4. Save. Configure Master Data on Documents to include the extended text from this code on the relevant document templates.
US-05: Attach a reference image to an Information Value

As a Business Manager
I want to attach a colour swatch image to each colour Information Value
So that users can visually identify the colour when entering specifications

Setup:

  1. Open the Information Value List for the COLOUR code.
  2. On the value line (e.g. RED), click the Attachment field to upload an image file.
  3. Use the Preview action to verify the image displays correctly.
  4. Repeat for all values.
US-06: Control the display order of values in lookup lists

As a Business Manager
I want to ensure that the most commonly used sizes appear at the top of the lookup list
So that users can find and select the right size quickly

Setup:

  1. Open the Information Value List for the SIZE code.
  2. Set Sorting Level on each line — lower numbers appear first. Set M to 10, L to 20, S to 30, etc.
  3. When prompted whether to update existing entries, confirm.
  4. Save.
US-07: Add a Print Description for documents that require a different label

As a Sales Manager
I want to use a different description for a value when it appears on printed sales documents
So that internal codes are not exposed to customers

Setup:

  1. Open the Information Value List for the relevant code.
  2. Enter the customer-facing text in the Print Description field for each value that requires it.
  3. Configure the Master Data on Documents template to use the Print Description field.

Note: Print Description is visible in the list when the Sales Configurator feature is active.

US-08: Use Information Values as conditions in Logical Dependency rules

As a Business Manager
I want to set up a rule so that selecting "Metal" as Material Type restricts the available values for "Surface Treatment"
So that users cannot select incompatible combinations

Setup:

  1. Ensure both MATERIAL-TYPE and SURFACE-TREATMENT Information Codes have their values defined.
  2. Open the Information Code Card for MATERIAL-TYPE and choose the Logical Dependencies action.
  3. Add a rule: Information Code = MATERIAL-TYPE, Information Value = METAL, Related Information Code = SURFACE-TREATMENT, Test Type = Can be, Related Information Value = each permitted value.
  4. See the Logical Dependencies article for full rule setup.

Field Reference

Field Where to find it What it does Default
Information Value Information Value List The internal key code for this value (up to 30 characters) —
Description Information Value List The label shown to users in lookups and on pages —
Value Information Value List Optional numeric or technical identifier for sorting, calculations, or external integrations Blank
Print Description Information Value List Alternative description used on printed documents (visible when Sales Configurator is active) Blank
Sorting Level Information Value List Controls the order in which this value appears in lookup lists 99
Attachment Information Value List File or image attached to this value Blank
Related articles
  • Information Codes
    Master Data Management > Master Data Information > Data Structure & Setup > Information Codes
  • Specification Entry
    Master Data Management > Master Data Information > Data Entry & Maintenance > Specification Entry
  • Master Data Information
    Master Data Management > Master Data Information

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