Lists

This topic provides instructions for working with predefined and user-defined lists.

In this topic:

Overview

Lists contain values for list type fields. For example, the Status list contains a list of possible status values, such as Aborted, Failure, and Success. While many lists are provided by default for system fields, admins can create new lists and apply them to user-defined fields.

Admins can define lists within workspaces. The lists are only available for those workspaces.

Space admins, and admins for workspaces, can modify values for many system lists, and create lists. Admins without Administration > List > Manage permissions can view the Lists area in Settings, but cannot make any updates.

All lists and list values have the following types of names.

Name type	Description
Name	Displayed in the UI and can be used for filtering in REST API.
Logical names	For use with the REST API, such as when filtering.

When creating user-defined lists and list values, logical names are automatically generated.

For details on working with lists in the REST API, see Lists.

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Create a user-defined list

After an admin creates a user-defined list, the list can be added in your forms and rules can be created that access the lists.

To create a user-defined list: 

1. Open the Settings menu , click Spaces, and select a shared space or a workspace.

2. Click the Lists tab, and then click the Lists button to add a list.

3. In the Add List dialog box, enter a name for the list.

4. You can perform the following actions on your lists.

   Action	Description
   Add a value to the list	Click the Add button to add a value to the list.
   Deprecate a list item	To remove an item value from the list, click the item's More button, and select Deprecate. Deprecated items are no longer displayed in the list. You cannot reactivate an item in the list once the list is saved.
   Deactivate and re-activate a list item	To temporarily deactivate a list item, click the item's More button, and select Deactivate.The item is displayed as inactive. Deactivated item values are not removed from existing lists. To re-activate a deactivated list item, click the item's More button, and select Activate.
   Restore item values	While editing a list, you can restore the values until you Save. Values are reset to their original values when you started editing the list.
   Rename a list or list item	Select the list that you want to rename, and type a different name in Name box. To rename a list item, select the list that contains an item that you want to rename, and type a different name for the item.
   Support multi-lingual lists	To localize the lists, you need to switch your UI to that language. For details, see Localize labels, lists, and phases.

5. Click Add to create the list. The list is added to the grid.

   Note: You can modify only user-defined lists and certain system lists. To determine whether a list is editable, use the Is modifiable and Is rename only columns.

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Delete a user-defined list

If a list is no longer in use by any user-defined fields or rules, the admin can delete the list.

To delete a user-defined list:

1. Open the Settings menu , click Spaces, and select a shared space or a workspace.

2. Click the Lists tab.

3. Select the list you want to delete, and click the Delete list button .

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See also:

• Custom fields
• Custom forms
• Design business rules