Certain field types require you to create list options. For example, if you create a custom field with the Dropdown List field type, you will need to configure the list options available to the user.
There are two types of lists available for your custom field:
- Local: A local list for your custom field will be exclusive to that field only.
- Global: A Global Lookup List is a saved drop down list of values that you can reuse for any new custom field.
This article covers the following:
- Global Lookup Lists
- List Options in a Global Lookup List
- Standard Global Lookup Lists
- Local Lookup Lists
Global Lookup Lists
Global Lookup Lists are drop down lists that you can reuse for any new custom field. These lists may have been created during your organization's implementation, but you can also create new ones.
For example, let's say you need to create multiple custom fields, but each field needs a drop down list prompting users to select a state abbreviation. You may want to create a Global Lookup List for state abbreviations rather than create it each time a custom field needs this specific information.
You can create and maintain them on the Global Lookup Lists tab on the Administer Configurable Fields page.
Using the Global Lookup Lists Search
The Global Lookup Lists tab displays all existing Global Lookup Lists. You can search and narrow this list by using the filters at the top of the search results or the Filter By drop down on the far top right.
Using Actions on the Global Lookup Lists Tab
Click on an item in the Field column to learn more about actions you can take on the Global Lookup Lists tab.
| Field | Description |
|---|---|
| Create | Click this button to create a new Global Lookup List. |
| Edit | Click this button to edit an existing Global Lookup List once you've selected it from the list. |
| Activate |
Click this button to activate an existing Global Lookup List once you've selected one or more items from the list. Select the Inactive filter to see all lists that are currently inactive. |
| Inactivate | Click this button to inactivate an existing Global Lookup List once you've selected one or more items from the list. |
| Convert to Local | Click this button to turn your selected one or more Global Lookup List(s) into a local lookup list. |
| Delete | Click this button to delete an existing Global Lookup List once you've selected one or more items from the list. |
Viewing the Global Lookup Lists
The Global Lookup Lists contains general information about lists that have been created.
| Column | Description |
|---|---|
| Name | Displays the name of the list. |
| Display Label | Displays the Display Label name for the list. |
| Used by Fields | Displays the existing fields that use the list. |
| Standard Lookup List | The star ( |
| No list option |
The exclamation point ( Global Lookup Lists can not be published until they contain at least one list item. |
List Options in a Global Lookup List
After creating a Global Lookup List, you must add list options. A Global Lookup List must contain at least one list option before it can be published.
Global Lookup Lists that do not contain list options are marked by the symbol () on the search page.
Standard Global Lookup Lists
Standard Global Lookup Lists are created as part of the CounselLink application as needed. They are used by at least one standard field and can be used by multiple configurable fields. Standard Global Lookup Lists are available to all clients. Standard Global Lookup List information is unique to each client. A standard global lookup list can be published by a user. Standard global lookup lists are marked by the symbol ().
- Client users cannot delete or inactivate a standard global lookup list.
- Client users cannot indicate that a lookup list is a standard global lookup list.
- Client users cannot convert a standard global lookup list to a local lookup list.
Local Lookup Lists
Local Lookup Lists are used for one specific custom field. As opposed to a Global Lookup list, they are created and managed for one specific custom field instead of many.
These lists are created and maintained on a custom field's overview page: