As an administrator in Case Management, there may sometimes be a need to use a created list in another form. In such cases, you can use Global Lists.
Background
Global lists are designed to simplify the use of information across multiple forms. For example, a list of the company’s different departments may be needed regularly in several forms.
Instead of creating a new list for each form, you can create a global list that can be easily reused. There is no limit to the number of global lists you can create, and they can be used in any form.
Note:
- The Global Lists function is available in the menu bar only for users with administrator privileges.
- Currently, there is no option to import values from an external source, such as an Excel file, to populate a global list; instead, all options must be entered manually. If you need to add many options, the Upload function may be a useful alternative. For more information about this function, see the article Upload – Import external data to Cases.
You find the function under Case Management » Settings in the Global Lists tab.
- Here, as an administrator, you can create the lists needed for use in multiple forms.
- There is no limit to the number of lists you can create, and updating existing ones is easy.
- In the interface of each created list, you can also see which forms the list is used in.
To use values from a global list in a form, select the Use values from function. In the following dialog, you will see all available global lists that can be used.
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💬 Tip. There is an option to disable values in global lists while preserving their history. To do this, select a value and then click the icon with a circle and a dot.
- Disabled values are displayed with a strikethrough name in the global list and can always be reactivated.
- Existing cases retain the disabled value. New cases cannot select the disabled value.
- Query Builder can still retrieve disabled values.
❗ Important to Note:
Changes made to a global list, such as deleting or renaming values, will affect all existing cases that use the list. This may result in the loss of important historical data. Therefore, carefully consider the consequences before making any changes.
Last updated: 30 January, 2025