Manage metadata
This guide explains how to view, add, and manage value lists used across the system for dropdowns, classifications, and form selections. These lists help standardise data input and improve the accuracy of reporting and filtering.
What Are Value Lists?
Value lists are configurable sets of labels used throughout the platform—for example, gender identities, assignment stages, support types, or contact outcomes. They appear in dropdown fields where users make selections during data entry.
Each entry typically includes:
Label: The name or category shown in the system (e.g., “Male”, “Non-binary”).
Description: An optional explanation or definition to clarify the label’s use.
Common Use Cases
Assigning a stage to a deal or assignment
Categorizing a contact or customer
Defining identity types such as gender or ethnicity
Setting standard options for document types, task priorities, or skills
Managing Items
Add a New Entry
Click "Add new item".
Enter a label (required).
Optionally provide a description.
Click Save to add the item to the list.
Edit an Entry
Use the edit icon next to an item to change its label or description.
Delete an Entry
Use the trash icon to remove an item. Deleted items may no longer be available in forms or filters.
Important: Avoid deleting values that are already in use unless you have confirmed it won’t affect existing data.
Reorder Items
Use the up/down arrows to adjust the order in which items appear in dropdowns or selection lists.
Preview or Auto-Generate Descriptions
Some lists offer a “Generate description” feature to quickly populate suggested text. You may edit these as needed.
Search and Filter
Use the search bar at the top to quickly find specific values by label or content in the description.
Best Practices
Use clear and concise labels.
Avoid duplication by checking existing entries before adding a new one.
Provide descriptions when needed to clarify meanings, especially for values that may not be universally understood.
Review and update lists regularly to ensure they reflect current practice and terminology.
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