Custom Lists Overview
Required Permission
This feature requires the TEAM_ADMIN_CUSTOM_LISTS permission. See Feature Permissions for details.
Custom Lists provide reusable sets of options that can be used across multiple fields in your Data Collections. They're perfect for standardizing values like statuses, categories, and tags.
What is a Custom List?
A Custom List is a special type of Data Collection that stores a predefined set of options. When you configure a Single Selection or Multi Selection field, you can choose to use a Custom List as its data source.
Benefits of Custom Lists
- Consistency — Same options available everywhere
- Central Management — Update options in one place, changes reflect everywhere
- Reusability — Use the same list in multiple fields/collections
- Extended Data — Add custom properties to list items beyond just a name
Creating a Custom List
- Navigate to Team Administration → Custom Lists
- Click Create Custom List
- Enter a name and optional description
- Click Create
- Add items to your list
Managing List Items
- Click on a Custom List to open it
- Go to the List Items tab
- Click Add Item to create new options
- Drag items to reorder them
- Click on an item to edit it
Custom Properties
Add additional fields to your list items:
- Go to the Custom Properties tab
- Add fields like colors, icons, descriptions, etc.
- These values are available when using the list
Common Custom Properties
- Color — For status tags and badges
- Icon — Visual identifiers
- Sort Order — Control display order
- Is Active — Show/hide items without deleting
Using Custom Lists in Fields
When creating a Selection field:
- Choose "Single Selection" or "Multi Selection" type
- In field settings, select "Use Custom List"
- Choose the Custom List to use
Example Use Cases
- Lead Status — New, Contacted, Qualified, Closed
- Priority — Low, Medium, High, Urgent
- Countries — Full country list
- Product Categories — Your product taxonomy
- Departments — Company organizational units
Important
Deleting a Custom List item does not remove references to it in existing records. The value remains but may display as "(deleted)" or invalid.
Impact on Users
- Custom Lists appear as dropdown options when users create or edit records with Selection fields
- Changes to list items (adding, removing, reordering) immediately affect all fields that reference the list
- Items marked as inactive are hidden from selection dropdowns but existing records retain the value
- Custom Lists can be used in CSV Import — imported values must match list items exactly
Related Topics
- Data Collections Overview — Custom Lists are a type of collection
- Managing Data Fields — Selection fields that use Custom Lists
- Data Permissions — Access control for Custom Lists
- Creating Data Views — Using selection fields as filter options