New article
Recently updated
Getting started with lists
Who is this article for?
Administrators managing lists within their platform.
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.
Like all records in the platform, every list and every item within a list has its own audit trail, giving administrators a complete history of how their configuration has evolved over time.
This article goes into an overview of lists available in the system, the best practices when working with lists, and additional resources you can use to help you with their management.
Overview
Lists control several key aspects of your platform configuration:
- How you categorize records (types, categories).
- How you prioritize work (priorities, severities).
- What status options are available (resolutions, outcomes, results).
- Who can access certain features (role-based configurations).
- What additional data you capture (custom fields).
The platform uses two categories of lists.
Simple lists
Characteristics:
- Basic configuration: Title, Color, Description
- May include: Scores (0-999), Ordering
- Quick to configure
- Used for standardized values
Examples
Priorities, Severities, Resolutions, Outcomes
Complex lists
Characteristics:
- Advanced configuration: Roles, Custom Fields, Layouts
- Support for customization per type
- More time to configure
- Control access and data capture
Examples
Action Types, Incident Types, Risk Types
Best practices
Governance and compliance
When working with lists:
- Control access - Ensure only authorised administrators can create or modify list items through the platform's Administration section.
- Change management - Communicate changes to list items that may affect users across modules.
- Training - Provide comprehensive training on when and how to use different list items for each module.
- Audit trail - Regularly review the Audit Trail to track changes, ensure compliance, and maintain data integrity.
- Document standards - Create internal documentation defining when each list item should be used.
- Regular reviews - Schedule periodic reviews of list configurations to ensure they remain relevant and aligned with organizational needs.
Maintenace
When maintaining lists:
- Review regularly - Periodically review your lists to ensure they remain relevant.
- Archive instead of delete - Archive unused items rather than deleting to preserve historical data.
- Limit active items - Keep the number of active items manageable to avoid overwhelming users.
- Document purpose - If available, use description fields to clarify when each item should be used.
Naming convention
When naming lists:
- Be clear and descriptive - Use names that clearly indicate the purpose (e.g., "Process Improvement" not "PI").
- Be consistent - Follow a consistent naming pattern across all list items.
- Avoid duplicates - Check existing items before creating new ones.
- Use standard terminology - Align with industry or organisational standards.