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Creating and Managing Local Lookup Lists

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This article covers the following:

Creating List Options

After creating a custom field that uses a local lookup list, you must create list options. This list will be used for that custom field only. After creating list options, their status is active. Active, published local lookup list options can be inactivated, and inactive local lookup list options can be activated.

The list must have at least one option in order to publish the field.

  1. Navigate to your custom item's overview page.

  2. Click Create.

    The Create Lookup List Options page displays.

  3. Click Add a Row to add an option to the list.

  4. Add information in the fields as needed.

    The fields marked with an asterisk* are required.

    Field Information
    Name*

    Enter the name of the list option.

    The name must be unique within the list.
    Value*

    Enter the value of the list option.

    This field is displayed only if Use entered value is selected in the Option Value field. The value must be unique within the list.
    Sequence Number

    Enter the sequence number of the list option.

    This field is displayed only if Sequence Number is selected in the Sort by field.
    Set As Default

    Select this check box to make the list option default in the list.

    For single-select field types, only one list option can be selected as the default option. For multi-select field types, multiple list options can be selected.
  5. Repeat these steps as necessary.
  6. Click Save.

Exporting Local Lookup List Options

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You can export an Excel file of your existing list items. This may be helpful if you need to make changes to them. You can then import that file back into the list.

  1. Navigate to the Field Overview page.
  2. Click More Actions under List Options.

  3. Select Export.

    The file downloads to your default download location.

Importing Local Lookup List Options

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You can import list options for your custom field. They can be added and changed in a Microsoft Excel spreadsheet to then be uploaded to the field. You can upload files up to 10 MB in size.

  1. Navigate to the Field Overview page.
  2. Click More Actions under List Options.

  3. Select Import.

    The Import Options window displays.

  4. Optional: Click the Blank Template link to automatically download a blank .xls file template for upload.

    It is recommended to download this template and complete it for upload in order to prevent formatting errors. You can also export your current list, modify it, then import that file.

  5. Click Choose File.
  6. Choose a file from the dialog box.
  7. Click Open. The file is added.

  8. Click Import. The Import Options window displays with a status of your values.

  9. Optional: Click View Status Report to see a break down of the status of your imported values, including descriptions of any errors.

    Columns Description
    Line # Displays the line number from the Excel file.
    Status

    Status of the imported value.

    • : The name or value will be added to the list.
    • : The name or value upload was successful.
    • : The name or value has errors and will not be added.
    • : The name or value upload was unsuccessful.
    Name Name of the list item.
    Value Value of the list item.
    Option Status Value of the list item's Status.
    Sequence Number Value of the list item's Sequence Number
    Record ID Value of the list item's Record ID.
    Description Description of the reason the list item was successfully or unsuccessfully imported.
  10. Click Continue. The Confirmation window displays.
  11. Click Done.

Activating or Inactivating Local Lookup List Options

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You can activate inactive local lookup list options from the Field Overview page.

The activate option displays only if the custom field has been published.

Activating Local Lookup List Options

  1. Navigate to the Field Overview page.

  2. Select the check boxes next to the list option names.

    Select the () check box to select all the options. You can view inactive list options by looking at the Status column.

  3. Click More Actions.

  4. Select Activate.

    A confirmation window displays.

  5. Click Yes.

Inactivating List Options

You can inactivate active local lookup list options from the Field Overview page. Inactivating a list option removes it from the list so that users can no longer select it.

The inactivate option displays only if the custom field has been published.

  1. Navigate to the Field Overview page.

  2. Select the check boxes next to the list option names.

    Select the () check box to select all the options. You can view inactive list options by looking at the Status column.

  3. Click More Actions.

  4. Select Inactivate.

    A confirmation window displays.

  5. Click Yes.

Deleting Local Lookup List Options

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You can delete one or more list options from the Field Overview page.

You can only delete a list item if it is has not been published. Once it is published, it can not be deleted even if it has not been selected by a user. To remove a published list item, you must inactivate it.

  1. Navigate to the Field Overview page.
  2. Place a check mark next to the list option(s).
  3. Click More Actions under List Options.

  4. Select Delete.

    A confirmation window displays.

  5. Click Yes. The selected options are deleted.

    Click the Status Report link in the confirmation message to confirm your changes.

Editing Custom Field List Options

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You can edit the existing list options on a custom field if you need to delete or change them.

  1. Navigate to the Field Overview page.

  2. Select the check boxes next to the list option names.

    Select the () check box to select all the options.

  3. Click Edit.

    The Edit Lookup List Options page opens.

  4. Modify the required fields.
  5. Click Save.

Changing a Lookup List Type

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Lookup List Type for field type that has list options can be changed from Local to Global and from Global to Local when the field has never been published.

Lookup List Type can be changed from Local to Global only if a field has never been published.

  1. On the Edit Field page, for Lookup List Type field, click Global. The Lookup List Name field displays.
  2. Do one of the following:

Select an existing Global Lookup List

  1. In the Lookup List Name drop-down, select one of the lookup list names.
  2. Click Save to save the changes.
    The Change Lookup List Type window opens.
  3. Do one of the following:
    • Click Yes to delete the list options of the original Local Lookup List, and to change the Lookup List Type from Local to Global. The Field Overview page opens. In the Settings section, the Lookup List Name field displays name and link of the selected global lookup list.

    • Click No if you do not want to delete the original local lookup list options.

      On the Field Overview page, click the Lookup List Name link to go to the overview page of the global lookup list.

Create a new Global Lookup List

  1. In the Lookup List Name drop-down, select Create a New Global Lookup List to create a global lookup list. The Create Global Lookup List window opens.
  2. Enter the required information and click Save to save the global lookup list. The Create Global Lookup List window closes.
  3. Click Save to save the changes. The Change Lookup List Type window opens.
  4. Do one of the following:
    • Click Yes to delete the list options of the original Local Lookup List, and to change the Lookup List Type from Local to Global. The Field Overview page opens. In the Settings section, the Lookup List Name field displays name and link of the selected global lookup list.

    • Click No if you do not want to delete the original local lookup list options.

      A newly created list must have options to publish the field.

Converting a Global Lookup List to Local Lookup List

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A Global Lookup List can be converted to a Local Lookup List, if the list is not a Standard Lookup List, if a field has never been published, and only one field uses the list.

  1. On the Edit Field page, for Lookup List Type field, click Local.
  2. Click Save to save the changes.
    The Change Lookup List Type window opens.
  3. When changing a Global Lookup List to a Local Lookup List:

If the Global List is in Use:

  • Click Yes to create a new Local Lookup List.
    The Field Overview page opens. In the List Options section, click Create to create list options of the local lookup list.
  • Click No if you do not want to change the Lookup List Type from Global to Local.
    The Change Lookup List Type window closes.

If the Global List is Not in Use and Not a Standard Field:

Do one of the following:

  • Click Yes to convert the global list to a local list.
    The Field Overview page opens. In the List Options section, the Local List Options are displayed.
    The global list is converted to local list and the Global Lookup List is deleted.
  • Click No to create a new Local Lookup List.
    The Field Overview page opens. In the List Options section, click Create to create list options or click More Actions > Import to import list options for the Local Lookup List.
  • Click Cancel if you do not want to convert the Global List to a Local List or create a new local list.
    The Change Lookup List Type window closes.

If the Global List is a Standard List:

  • Click Yes to create a new local lookup list.
    The Field Overview page opens. In the List Options section, click Create to create list options or click More Actions > Import to import list options for the local lookup list.
  • Click No if you do not want to change the Lookup List Type from Global to Local.
    The Change Lookup List Type window closes.

Converting a Local Lookup List to a Global Lookup List

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You can convert a local lookup list to a Global Lookup List if you want to reuse the list on other custom fields. If list options exist, they are moved to the Global Lookup List after conversion.

A local lookup list can be converted to a global one even if the field has already been published.

  1. Navigate to the Field Overview page.
  2. Click Convert to Global.

The Create Global Lookup List window opens.

  1. Fill out the details as necessary.
  2. Click Save.