How to create Value lists
1. Value lists are created and edited under Space setting. Navigate to the Space setting page and click Value lists in the left panel menu.
NOTE: You need to have administration rights to access the space settings.
2. To create a value list, click on Create value list.
3. If you want to you can enter values manually or paste them from Excel for example.
TIP: If you want key values to every value in your list, you can add it after each value separated by a semi colon like in the example below. Key values are used for example when configuring automatic gateways.
4. Value lists are exclusive to one space only. When you have one or more value lists in a space they will be presented like in the picture below. You are free to edit or remove lists using the buttons to the right. If the list is used however, a warning message will be issued you will not be able to delete the value list unless you've freed up its connections.
When to use Value lists
Value lists are mainly used in forms, where they show up as a searchable single select drop-down lists or a multi select boxes. Value lists helps you steer what data input end users can submit and can be used for instance to steer gateways in your processes. Value lists are also a key component when creating role-mappers which allows you to steer what user(s) or group(s) of users that should be able to perform different tasks in a process application based on data in the Instance,
How to maintain Value lists
When a value list is used in a form it is good to know what happens to existing values in an instance if you add, remove or change a value in the value list.
Changes in a value list affect both active and inactive instances. Worth mentioning in this context is that there are three different types of fields commonly used to display values from a value list: Combotypefield (an older type of drop down fields), Combotypefield2 (which is default for displaying value lists) and Superboxtypefield (multi select fields). You can see which type of field you are using by clicking the field in the editor and checking the type attribute in the bottom right corner of the interface. Each of these fields behave differently if you remove a value from the value list. As we can see below, Combotypefields only displays the key value of a removed value while Combotypefield2 retains the original value and the Superboxtypefield loses the value.
If the form is edited after a value has been removed, Combotypefield2 will display the key value just like Combotypefield in the example picture below. If the value is once again added with the same key value, then it will be visible once more in the Combotypefield and Superboxtypefield types. Combotypefield2 is in general, less responsive to change and will retain its' original value if the form is not edited or changed. For example, it is possible to change the key value reference to something else like Value 01;0111, this change will be shown in Combotypefield and Superboxtypefield as Value 01 but not in Combotypefield2 which will retains the original value.
NOTE: The following values were used in the example above: Value 01;0111, Value 02;0112, Value 03;0113.