Managed Lists

A Managed list is a list of values or options that can be selected by end users throughout the system.

The Managed list can appear in various places such as dropdown values on an input form (for example Projects or Risks), or on an entity page such as the resource profile page or on a pre-configured dashboard as a page-level filter.

The Managed list administration page allows system administrators to adjust the available list options as the business changes over time, without the need for system configuration training.

Managed lists are created in the system configuration layer. Refer to the Validations Overview guide for further details.

• Managed lists can be accessed from the Administration Workbench. From the menu, select Admin Center under the Administration section.

• From the administration workbench, select Manage Lists from the Master Data section. This will bring up a dashboard showing all managed lists.

• Use the filter at the top of the dashboard to find the desired list. 

• In case the list cannot be found, be sure to click on Show Max at the bottom of the dashboard.

• Once open, the list of values will be displayed.

• There is no limit to the number of items in the list.

• Whilst it is possible to change existing values in the list by clicking on the cell and changing it, consideration should be given if it is known that the old value is already in use on existing forms. Whilst the new value will appear in the list when it is opened by end users, forms with the old values will not be automatically updated by the change.

• If it is known that the old value has already been used it is recommended that the old value be marked as inactive by unchecking the Active checkbox. Then add the new value as a new row.

• To delete an item from the list, click on the bin/trash can icon to the left of the record.

• As an alternative to deleting the item, consider marking the item as inactive by unchecking the Active checkbox especially if it is known that the value has already been used on forms. Marking the value as inactive means that users can potentially still search for forms with the old value.

• Reorder the list by dragging the list item via its handle (2 columns of 5 dots to the right of the record) up or down 

• Use the Active checkbox to mark an item as active or not. Items marked inactive will not be displayed in the list to end-users. The inactive values can potentially still be used to search for forms using an old value.

• Click on Save once all changes have been made.

• The Used By tab shows a list of places where the list is used elsewhere in the platform. It is recommended to check this prior to making changes.

• Once the changes are saved they will automatically be reflected in the list when the end-user next opens the list from a form.

• Changes to the list are not automatically reflected in forms that were created prior to the change. Those forms may reference old values, values that are no longer active or values that have been deleted. For this reason, it is recommended that if it is known that forms using this list already exist, a value is deactivated rather than deleted and, in the case of an update, the old value is deactivated and the new value added.

• All changes to managed lists are tracked as a new version of that list when the changes are saved.

• Changes can be undone by reverting to an earlier version of the list.

• When editing the list, click on the History tab to view the history of changes.

• To restore to an earlier version, click on the Restore button next to the earlier version.