Lists Management

Create and manage reusable option lists for dropdown and selection fields.

A list allows you to store information, like a database, up to 100,000 items.

Creation

To create a list, go to the Parameters menu, then Lists and then + New:

First, you must enter the Name of the list & click Add:

The list has just been created, however it does not contain any data.

Change

The part on the left of the web page lists the elements and the part on the right allows you to modify these elements.

• Add an element: Creation of a list level in the selected element.
• Save: Saving the entered data.
• Delete: Deleting the data from the list.
• Cancel: Cancel the last modification of the data.

It is possible to drag items in the list to change their position or level.

Import via CSV file

To import several list values efficiently, it is recommended to use a CSV file in UTF-8 format. The file must be correctly formatted to avoid any syntax errors when used in files.

Example of a simple list containing status:

Example of a list with tree structure:

In the following case all child values Bolt will only be available via the parent Small tools. The use of ## corresponds to external id — this value can only be retrieved via mail merge. As a reminder, an external id must not contain a special character in its value (example: the underscore _).

Personalization

• Value: Enter the label
• External identifier: Allows you to assign a hidden value, recoverable only via mail merge, export and formulas.
• Functional status color: Allows you to assign a color to your list value.
• URL: Allows you to enter a web address in the form of a hyperlink.
• Image: Includes an image with 25x25 pixel format. Accepted extensions are .jpeg and .png

Access authorization

In certain cases it is interesting to be able to apply fine-grained rights management regarding list elements. Here is the following case, we would like to be able to make specific accesses from a single list according to a defined sector and then assign it to the group in charge of the zone. Consider the following example:

1. Name of the access authorization: Naming of an authorization.
2. List items: Selection of list items that will be accessible.
3. Users: Assigning access authorization only to a user.
4. User Groups: Assignment of access authorization to a user group.

In the example below, Technical Team access only authorize the 5 list elements contained in Small Tools which are linked to a group 'users who is Technical Access.

Special cases

The following behaviours apply when access authorizations are configured on a list. Review them before restricting list access.

• Parent and child inheritance: When a list item is made accessible to a set of users, they also gain access to all parent and child items in the tree.
• No access by default: If a user is not listed in any access authorization — directly or via their groups — they cannot see any item in the list.
• Cumulative rights: If a user appears in several access authorizations, their rights are cumulative.
• Viewing a submission that contains a restricted value: If a user can see a submission whose list field contains a value outside their authorizations, their experience depends on the "Access to all elements" setting (configured under Options in the access authorization list):

  • Enabled: The value remains visible. They can change it to a value within their authorization, or clear the field entirely.
  • Disabled: The value is hidden. They can change it to a value within their authorization, or clear the field entirely.