Value Lists

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DataImporter - Import of Value Lists

Introduction

The Value list concept in Octopus aims to centralize data management contained in many forms. This prevents repetitive data entry and allows to track forms that use the data. 

From within the configuration of a Web form, the Combo box and Radio buttons field types will allow to specify the Value list presented to the user, in the Source column. If required, the Default value columns allow to select one of the values with which the form is initialized.

A Value list requires a name in French and English. Once identified, start to insert the values. 

  • If the values need to be presented in both French and English, write them in the corresponding two columns.
  • If the values need to be presented in one language only, write them in the appropriate column. 

The order in which the list is presented to the user can also be changed:

  • Alphabetical order
    • ​Values in the list are presented in alphabetical order, regardless of the user's language. 
  • Custom order
    • Values in the list are presented in the order of your choice. Move the position of the active value with the up and down arrows.

Creation of a new list

Value lists are created from Tools > Reference Data Management, with one of the following ways:

  • From the General > Value lists section.
  • From a Web form with the Source column. 

Creation from Value Lists

From Tools > Reference Data Management > General > Value lists:

  1. Right click on Value lists.
  2. Click Add.
  3. Add the name in French and English. 
  4. Add the values in French and English based on your needs.
    • In a unilingual work context, a single column can be filled.
  5. Choose if the list is to be presented in Alphabetical order or Custom order.  

    • Use the up and down arrows to select the custom order. 

  6. Save the list.
Visual Explanation

Creation from within a Web form

You can create a new list from the From tab of a service request or incident:

  1. Choose Combo box or Radio buttons in the Type column based on the need. 
  2. Click the ... button in the Source field.
  3. Add the name in French and English. 
  4. Add the values in French and English based on your needs.
    • In a unilingual work context, a single column can be filled.
  5. Choose if the list is to be presented in Alphabetical order or Custom order. 

    • Use the up and down arrows to select the custom order. 

  6. Click OK to save the list.
    • This new list is automatically added to the Value lists
Visual Explanation

 

Using Value lists

When configuring a Web form, the Value list that will be presented to the user can be selected for Combo box and Radio buttons field types from the Source field. 

  1. Click the arrow at the end of the Source field. 
  2. Select the list to be used. 
  3. To see or edit the elements of the list, click the ... button in the Source field. 
  4. Save the list.
Visual Explanation

 

 

Important notice:
The main reason for these lists is to allow the same list to be used in multiple forms. Hence it is important to check where a list is used before making changes to it.

 

How to see where a list is used

To see with which form a list has been associated, open the list and look at the Usages tab.

Adding a Default Value

One of the values from a Combo box or Radio buttons can be pre-selected with the French default value and English default value fields. Just click the arrow at the end of the Default value field associated to the required language and make your choice.

Automatic conversion of Value lists

After the 4.1.80 version migration, all the Web forms that contain Combo box and Radio buttons lists are automatically converted to Value lists.

  • The value list is given a name representing its origin in the Field name (Form name) format, for example Access Type (Access Issue).
  • If a form presented multiple fields with the same name, the conversion will automatically number them sequentially.
  • Each value from the French value field can be found in one of the lines of the value list, in the French column. 
  • Each value from the English value field can be found in one of the lines of the value list, in the English column. 
  • If a line has the same value in French and English, they will be found in the same line in the French and English columns. 
  • All lists are automatically placed in Custom order

Post-migration list cleanup

We recommend the following method to clean up your lists:

  • Find lists that contain or should contain similar values. 
    • For example, lists containing yes/no, read/write, workstation/laptop are subject to being used often. 
  • Merge similar lists in order to update the references in the custom Web forms. 
    • Changing the name of a list or merging it will automatically modify the elements that use it. 
  • Rename list to give it a meaningful name.
  • Review the list to reorder the French and English values. 
  • Delete empty lines.
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