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Introduction

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Lists enable the deployment of metadata fields that have a suggested or required set of possible values.  Lists Lists also enable a field to use a user friendly display name for a value, while assigning the actual value to the metadata field.  

Consider a scenario where index operators wish to pick a customer account from a list, using the customer name, but external systems expect the customer account number.  Using Using a database backed list you users could display the customer name to the index operator and provide the customer account number to the external system, all while leveraging your the user's existing business data systems.

Anchoraddinglistaddinglist

Adding or Editing a List

To add a new list click the Add button on at the top right corner of the lists tabtable.  To To edit an existing list, select the list you wish to edit and click the edit buttonpencil icon.  Both Both adding and editing a list share the same dialog, as seen in the screenshot below.

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  • List Name
  • - Enter a unique list name to identify this list.
 The
  • The list name must be unique across the organization, as lists can be shared across multiple document
types.  The list name used to identify and select lists when configuring list mapped document type fields
  • profiles.
  • Data Type
  • - Select the data type to use for the list.
 In
  • In order to map a field to a list, the data type of the list and the data type of the field must match
.For a complete discussion of the available data types, please refer to the Data Types section of the Fields article
  • .
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  • List Type
  • - The list type setting determines how the list locates and maintains it's list entries.
      TypeDescription
        • Define the list items manually - Items for the list will be created manually.
        • Load the list items using a data connection and query
      Items

      Keep the List Sorted Alphabetically

        • - Items for the list will be loaded from an external data source using a connection and query. Maintenance of the list entries is delegated to the external data source.
      Define the list items manuallyItems for the list will be created manually by the administrator.
      • Sort entries alphabetically - Selecting this option will sort the list alphabetically in ascending order by the Name (display) value
      , before the list is displayed on the client.  The
      • . The data in any external data source will not be affected.

      List Entries

      When the List the List Type is configured for manual list items, the administrator must define all items they wish to appear in the list, and the list entries controls will be visible, as shown in the screenshot at the beginning of this section.

      • Adding a List Entry
      • - To add a new list entry, click the add button and provide an appropriate display name and value for the entry in entries grid.
       To
      • To make adding list entries easier, whenever
      you
      • users enter a new entry name and the corresponding entry value is blank, the entry value will be set to match the entry name.
      • Removing a List Entry
      • - To remove an entry from the list, select the entry
      you wish
      • to remove from the entries grid and click the
      Remove button
      • "x" icon.

      Connection, Query and Fields

      When the List the List Type is configured to load the list entries from an external data source you must select configure the external data source to use, as well as the fields within the data source that should map to the name and value portions of the list entries, as shown in the screenshot below.

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      • Connection
      • - Select the connection to use which corresponds to the external data source that contains your list data.
      • Query
      • - Select a query from the list of available queries which corresponds to the table or view that contains
      your
      • the list data.
      • Display and Value Fields
      NoteYou
      • - Select the fields from the data source to use to populate the display name and value for each list entry in the list. Users may use the same field for both mappings, or a different field for each. NOTE: You must select a valid connection and query and hit the Connect button before the display and value field controls will be made visible.

      Select the fields from the data source that you wish to use to populate the display name and value for each list entry in your list.  You may use the same field for both mappings, or a different field for each.


      Copy a List

      Copying a list allows you users to take a completed list, make modifications to it and save the modified list using a new distinct name.  To To copy a list:

      • Select the list you wish to use as a starting point for the new listto copy
      • Click the Copy buttonicon. Image Added
      • Edit the name of the list to be a new, unique name
      • Make any additional changes to the list as documented in Adding or Editing a Listnew list
      • Save the completed list

      Removing a List

      To remove a list from the organization, select the list you wish the list to delete from the lists tab table and click the Remove button"x" icon.

      Warning

      Removing a list is a permanent and unrecoverable operation, if you wish a user wishes to restore the list you it will have to recreate it. Note that the be recreated. NOTE: The connection and query specified in the Adding or Editing a List section will while creating the removed list will not be deleted, and can be reused.


      Note

      Lists that are mapped to fields in one or more document types profiless cannot be removed. First remove the field mapping for the list from all document types profiless where the list is used, then retry the remove operation.


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