Who is this article for?

Administrators who need to configure and manage lists across modules.

Administrator permissions are required.

Lists allows administrators to view, add, edit, archive, and organise the reference values that appear across the platform's modules. Each list is a managed set of values that users choose from when filling in fields on records.

This article explains where you can access, navigate, create, and edit lists within the platform.

Accessing list configuration

To access the lists configuration area:

1. Log into the platform.
2. Click the More... dropdown menu in the top navigation bar.
3. Select Lists (under the Administration section).

Searching lists

To search for list items:

1. Locate the search box at the top of the list view.
2. Type keywords to filter the list items.

The list will dynamically update to show matching results. Clear the search box to return to the full list view.

Filtering lists

To filter by status:

1. Open the Status dropdown.
2. Tick/untick Show archived.

Creating a simple list item

To create a simple list:

1. Navigate to Administration.
2. Select Lists.
3. Choose the list type from the left panel.
4. Click Create new.
5. Fill in the Title field.
6. Choose a Color.
7. Enter a Score.
   You can find more information on scoring in the next section.
8. Add a Description.
9. Click Save.

Example

List for creating a priority:

• Title: High
• Colour: Red (#DC3545)
• Score: 90
• Description: Use for urgent items requiring immediate attention within 48 hours

Score and order

The most important thing to remember is that the system reads your list from top to bottom (based on the order you set). This means the position of an item in the list changes how the system applies the score.

We break this down below using some practical scenarios.

Scenario A: The "Bucket" logic

The system calculates an average (e.g., for an audit) by finding the first "bucket" where the score fits, checking items top to bottom.

For example, an audit score of 15:

Correct order (Low to High):

• Low Risk (Score: 10) - 15 ≤ 10? No, move on.
• Medium Risk (Score: 20) - 15 ≤ 20? Yes! Result: Medium Risk.
• High Risk (Score: 30) - Not checked.

Incorrect order (Mixed):

If "High" is before "Medium":

• Low Risk (Score: 10)
• High Risk (Score: 30) - 15 ≤ 30? Yes! Result: High Risk (Incorrect).
• Medium Risk (Score: 20)

Scenario B: The "Highest Wins"logic

When multiple factors apply, the system selects a "winner", usually the item with the highest Order number, assuming it is more severe.

If a risk impacts departments as both Minor and Critical, which colour is shown on the dashboard?

Setup:

• Minor (Score: 10)
• Moderate (Score: 50)
• Critical (Score: 100)

Result: The system sees both "Minor" and "Critical". Since "Critical" is lower on the list (position 3), it takes precedence, marking the Risk as Critical.

Tip

For any list that groups scores (like Audit Ratings or Risk Bandings), always sort your list so the Score increases from top to bottom.

Creating a complex list

To create a complex type list:

1. Go to Administration.
2. Select Lists.
3. Pick the list type from the left panel.
4. Click Create new.
5. Enter a Title.
6. Choose a Colour.
7. Add a Description.
8. Set the Default Flag if needed (only one default).
9. Set the Warning Period (e.g. 7-14 days before due).
10. Click Add Roles.
11. Select user roles.
12. Click Add Custom Fields.
13. Choose relevant fields.
14. Click Edit fields to reorder, toggle visibility, and mark required.
15. Review all settings.
16. Click Save.

Editing a list

To edit a list:

1. Locate the item you want to edit from the list view.
2. Click on the item name or click an edit icon (if available).
3. Make changes as needed.
4. Click Save or Update to apply the changes.

Note

Editing items that are actively in use may affect existing records. Review dependencies before making significant changes.

Archiving a list

Archiving allows you to remove list items from active use without permanently deleting them, preserving historical data.

To archive a list item:

1. Navigate to the list containing the item you want to archive.
2. Locate the item in the list view.
3. Click on the item or access its edit form.
4. Look for an Archive button or option (alternatively, change the status from "Active" to "Archived").
5. Confirm the archival action.
6. Verify the item no longer appears in the default active list view.

Note

Archived items are typically not available for selection when creating new actions but remain associated with historical records.