Managing List Items
Learn how to add, edit, reorder, and archive items in your Custom Lists.
Accessing List Items
To manage the items in a Custom List:
- Navigate to Admin → Custom Lists
- Click on the Custom List you want to manage
- The List Items tab shows all items in the list
Adding New Items
- Click the New button in the List Items header
- Enter the item value (the text that appears in dropdowns)
- Fill in any custom properties if configured
- Click Save
Editing Items
- Find the item in the list
- Click the item row or the edit button
- Modify the value or custom properties
- Click Save
Important: Editing an item's value will update it everywhere that item is used. Existing records that selected this item will show the new value.
Archiving Items
When you no longer want an item to appear in dropdown selections but need to preserve historical data, archive it instead of deleting it.
To Archive an Item:
- Click the menu icon (⋮) on the item row
- Select Archive
- Confirm the action
What Happens When You Archive:
- The item no longer appears in dropdown selections
- Existing records that reference the archived item are preserved
- The item appears grayed out when viewing all items (with "Show Archived" enabled)
To Show/Hide Archived Items:
Click the menu icon in the List Items header and toggle Show Archived to see or hide archived items in the list.
To Unarchive an Item:
- Enable "Show Archived" to see archived items
- Click the menu icon (⋮) on the archived item
- Select Unarchive
The item will become available for selection again.
Searching and Filtering
Use the search box to find items by name. This is especially helpful for Custom Lists with many items.
Best Practices
- Use clear, consistent naming: "In Progress" vs "in progress" vs "In progress" - pick one style
- Archive instead of delete: Protects historical data integrity
- Plan before creating: Think about all the options you'll need before adding items
- Keep lists focused: Each Custom List should serve a single purpose