CounselLink Answer Center for Clients

Creating and Managing Global Lookup Lists

  • Updated

This article covers the following:

Creating a Global Lookup List

You can create a Global Lookup List on the Administer Configurable Fields page.

You can also create a Global Lookup List when you create a field.

  1. Click the Global Lookup Lists tab on the Administer Configurable Fields page.

  2. Click Create. The Create Global Lookup List page opens.

  3. Fill out the sections in the Settings area as necessary.

    The fields marked with * are required.

    Field Description
    Name

    Enter the name of the list.

    The name must be unique across existing Global Lookup Lists.
    Display Label Enter the display label for the list. This label will appear as the field name for your user.
    Description Enter a description of the list.

  4. Complete the List Options Settings.

    Field Description
    Option Value

    Click one of the following to indicate the source of the value of a list option:

    • Use name as value: In the list, the name of the option is used as the option value.
    • Use entered value: In the list, the user enters a value for each option that is different from the name of the option.
    Sort by

    Click one of the following to indicate the sort sequence of the list options:

    • Name: To sort the list options by the name (alphanumeric) of the options.
    • Sequence Number: To sort the list options by the entered sequence numbers.

    Options with duplicate sequence numbers are sorted by name.

  5. Click Save. The Global Lookup List Overview page opens.

    The default status of a new global lookup list is Active.

Once you've created your list, the next step is to add list options.

Creating Global Lookup List Options

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You can create Global Lookup List options on its Global Lookup List Overview page.

A Global Lookup List must contain at least one list option before it can be published.

  1. Navigate to the Global Lookup List Overview page.

  2. Click Create.

    The Create Lookup List Options page displays.

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

  2. Enter information into the fields as necessary.

    The fields marked with * are required.

    Field Information
    Name*

    Enter the name of the list option.

    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

    Type 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 as default options.
  3. Add more rows as needed.  
  4. Click Save. The new list options are displayed on the overview page.

Editing Global Lookup List Options

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You can edit existing Global Lookup List options on it Global Lookup List Overview page.

  1. Navigate to the Global Lookup List Overview page.  

  2. Place a check mark next to the list option(s).

    In the List Options section, select the () check box to select all the options.

  1. Click Edit.

    The Edit Lookup List Options page displays.

  1. Modify the required fields.

    See the Creating Global Lookup List Options section on this page for more information on list fields.

  2. Click Save. The new list options are displayed on the overview page.

Editing a Standard Global Lookup List

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Client users can modify Display Label, Option Value, and Sort By fields of a standard global lookup list.

  1. On the Administer Configurable Fields page, click Global Lookup Lists tab.

    The Global Lookup Lists are displayed.

  2. Do one of the following:
    • Click the link in the Name column of a standard global lookup list.
      • The Global Lookup List Overview page opens.
    • Click Edit.
      • Click the check box of the relevant standard global lookup list, and then click Edit.
      • The Edit Global Lookup List page opens.

  3. In the Settings and List Options Settings section, modify the fields mentioned in the following table.

    The fields marked with * are required.

    Field Information

    Display Label *

    Display Label of the global lookup list is used as the label of the field that uses the global lookup list.

    Type the display label of the global lookup list.

    Value must be unique within the list.

    Option Value

     

    Click one of the following to indicate the source of the value of a list option:

    • Use name as value: In the list, the name of the option is used as the option value

    • Use entered value: In the list, the user enters a value for each option that is different from the name of the option

    Sort by

     

    Click one of the following to indicate the sort sequence of the list options:

    • Name: To sort list options by the name (alphanumeric) of the options

    • Sequence Number: To sort list options by the entered sequence numbers

    Options with duplicate sequence numbers are sorted by name.

If the Option Value setting is changed from Use Entered Value to Use Name as Value.

The list options values are changed to their corresponding list options name.

The Change to Use Name as Value confirmation pop-up message is displayed.

Click Yes to change the list option values.

  1. Click Save to save the changes made to the global lookup list.

The Global Lookup List Overview page opens.

Importing Global Lookup List Options

You can import a document with your Global Lookup List Options into CounselLink. The import function accepts .xls or .xlsx files.

You can upload files up to 10 MB in size.

  1. Navigate to the Global Lookup List 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.

Exporting a Global Lookup List

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

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

  3. Select Export.

    The file downloads to your default download location.

Using the Global Lookup List Overview Page

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The Global Lookup Overview page contains all relevant information about the list. You can make edits, manage your list options, and manage activation.

You can access a list's overview page by clicking on its name from the Global Lookup Lists tab on the Administer Configure Fields page.

While on the overview page, click Back to Global Lookup Lists near the upper right of the page to return to the Global Lookup Lists tab.

Using Actions on the Global Lookup List Overview

You can take various actions here to manage its status and details.

Action Details
Edit Click this to edit the details of the Global Lookup List.
Activate Click this to activate the Global Lookup List.
Inactivate Click this to inactivate the Global Lookup List.

 

Using List Actions on the Global Lookup List Overview

You can take various actions to your list options from its overview page.

Action Details
Create Click this to create a new list item.
Edit Place a check mark next to the list option(s), then click this to make edits.
Import Click this to import list options.
Export Click this to export your list options.
Activate

Place a check mark next to the list option(s), then click this to make them active.

You can only activate list options that have a status of 'Inactive.'
Inactivate

Place a check mark next to the list option(s), then click this to make them inactive.

You can only inactivate list options that have a status of 'Active.'
Delete

Place a check mark next to the list option(s), then click this to delete.

You can only delete a list item if it is an unpublished state.

Activating or Inactivating a Global Lookup List Option

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You can activate or inactivate one or more list options. Once the changes are published, inactive options will no longer be available for users to select.

  1. Navigate to the Global Lookup List Overview page.  

  2. Place a check mark next to the list option(s).

    In the List Options section, select the () check box to select all the options.

  1. Click Activate or Inactivate.

    The selected options are either activated or inactivated, depending on your choice.

Deleting Global Lookup List Options

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You can delete one or more Global Lookup List options from the Global Lookup List Overview page.

You can only delete a list item if it is an unpublished state.

  1. Navigate to the Global Lookup List 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.

  1. Click Yes. The selected options are deleted.

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

Editing a Global Lookup List

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You can edit a Global Lookup List from the Global Lookup Lists tab on the Administer Configurable Fields page once you've selected an item from the list.

You can only select one list at a time to edit.

Or you can edit a Global Lookup List from its overview page.

  1. Click Edit. The Edit Global Lookup List page opens.
  2. Make edits as necessary. 
  3. Click Save.

Deleting a Global Lookup List

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You can delete one or more Global Lookup Lists on the Administer Configurable Fields page.

Global Lookup Lists that have been published can not be deleted. They can only be inactivated.

  1. Click the Global Lookup Lists tab on the Administer Configurable Fields page.

  2. Place a check mark next to the name of one or more Global Lookup Lists.

    Select Never published from the Filter By drop down to display unpublished lists only.

  3. Click More Actions.
  4. Select Convert to Local. The selected lists are deleted.

Inactivating a Global Lookup List

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An active Global Lookup List can be inactivated from the Global Lookup Lists tab. You can select one or more lists to inactivate.

You can not inactivate a list if a field is configured to use the list. If you receive an error while trying to inactivate a list, find the field that is using it and switch it to use another list. Once a list is not in use by any fields, you can inactivate it.

Select the Inactive filter to see all lists that are currently active.

Or you can inactivate a Global Lookup List from its overview page.

  1. Select the Global Lookup List(s) name(s) and select Inactivate from the More Actions drop down. Or, navigate to a Global Lookup List's overview page.
  2. Select Inactivate. The selected lists are now inactive.

Converting a Global Lookup List to a Local Lookup List

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You can convert a Global Lookup List into a local one from the Administer Configurable Fields page. This will prevent the list from being selectable on multiple custom fields.

A Global Lookup List can be converted to a local lookup list if:

  • It is not a Standard Lookup List.
  • It is used by a single field only.
  • It is unpublished.
  1. Click the Global Lookup Lists tab on the Administer Configurable Fields page.
  2. Place a check mark next to the name of one or more Global Lookup Lists.
  3. Click More Actions.
  4. Select Convert to Local. The selected lists are converted to local lists.

Searching for a Global Lookup List

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The Global Lookup List tab contains filters by which you can search for existing rules. By default, clicking on the tab displays all lists that have been created. You can use these filters to define search criteria for more targeted results.

  1. Click the Global Lookup List tab on the Administer Configurable Fields page. Your search criteria is available in the Configurable Field List-Rules section.

  2. Select an option from the Select Onedrop down list.

    Option

    Description

    Name

    Find results with the Global Lookup List name.

    Display Label

    Find results with the Global Lookup List display label.

    Used by Fields

    Find results with fields that use a Global Lookup List.

  3. Select an option from the Please Select drop down list.

    Option

    Description

    Is equal to

    Find rules that contain exactly the entered terms.
    Is not equal to

    Find rules that do not contain the entered terms.

    Contains

    Find rules that contain the entered terms.
    1. Type the search text in the third field.
    2. Click Go. 

After a search, the next search will act on the result of the prior search. Click Reset to start a new search.

Using Filter By

The Filter By option allows you to filter the list of lists according to their current state. The search results list can be also be filtered.

The following table describes the actions of filter options.

Option Description
Active Displays lists that have an active status.
Inactive Displays lists that have an inactive status.
Never Published Displays lists that have not been published.
Unpublished Changes Displays lists that have changes yet to be published.
None Displays all lists.