Choice Lists are a great way to simplify the customization of your FreeAgent CRM account. Once you have a Choice List, you can use it to create different fields across all your Apps. For example, you can create a Choice List with all the 50 States (USA) and then use that list to create a State Choice List field in your Contacts and another one in your Organizations.
In this tutorial we will cover the following topics:
- Access Level Required to Create Choice Lists
- Navigating to System Settings
- Creating a Choice List
- Creating a Choice List Field
- Editing Choice Lists
- Deactivating / Activating Choice Lists
Access Level Required to Create Choice Lists
This feature is available for users with Administrator rights. If you want to create Choice List, but you don't have access to the System Settings, then reach out to your team's administrator.
Navigating to System Settings
To get started, go to Settings and then click 'System Settings' to display the available options. There click 'Manage Choice Lists'. You can also use the Search function and start typing 'Manage Choice Lists'.
Creating a Choice List
To create a Choice List, click the 'Create New Choice List' button.
On the Creation window, the first thing you need to do is give your Choice List a Name. Then you need to select the Order Type from the two options available: Alphabetical or Order. The Order you select here will have an effect on the 'Sorting' functionality for your Choice List in the List View.
For this Order Type, the system will automatically order your Choices from 'A to Z'. The will be applied to the column sort, the first click on the column's name will sort from 'A to Z', while the second click will Sort from 'Z to A'.
For this Order Type, each of the elements in your list will have an order number defined by the time they were created. If you used the Bulk option, they will have the order in which you added or copied&pasted your values. You will have the option to change their order at any time, using our drag&drop feature, by clicking the 'Reorder' button.
Next, define if you want to 'Allow Ad-hoc Creation' or not. If selected, it will allow anyone on your team to create additional Choices for your List on the form. If you don't select it, only the available Choices will be displayed. Note: Please note that the 'Allow Ad-hoc Creation' option is only available when the 'Order Type' is set to Alphabetical.
Now let's create our choices. There are two different creation methods:
Creating Choices One at a Time
You can use this option if you are creating a small list or if you wish to add more Choices to an existing List. Just click the 'Add New' button.
In the creation window, all you have to do is type the name of your choice and click the 'Save' button when you are done.
Creating Choices in Bulk
This is the recommended option to create a Choice List for the first time, as it will allow you to create multiple Choices at once. Click on the 'Add Bulk' button to get started.
Here you can either type your Choices or copy&paste them from any source, like an Excel spreadsheet. Once you are ready, click the 'Save' button. All your choices will be created instantly.
Creating a Choice List Field
Now that you have a Choice List, you can use it to create a Choice List Field in any of your existing Apps. To do this, go to System Settings > APPS SETUP and select the desired App.
Selecting your Choice List
To create a Field, give your Field a name, and add a hint if necessary. Here you can also assign your new Field to a Section, to learn more about Sections, visit this tutorial. Select Choice List as the Field's Type. Now, all you have left to do is select the Choice List you want to use from those available and click the 'Save' button.
Your Field will be created and available in your app's form. When you click on it, you will see all the Choices you configured in your List, for you to select from.
Editing Choice Lists
Go to Manage Choice Lists under System Settings. There select the Choice List and click the 'Edit' button.
Here you can update the Name of your Choice List, change the Order Type, and enable or disable the 'Allow Ad-hoc Creation' option. You will also have the option to edit or delete choices.
Note: Please note that the 'Allow Ad-hoc Creation' option is only available when the 'Order Type' is set to Alphabetical.
Select the Choice you want to update and then click the 'Edit' button.
The only available option is to update the name of the Choice. Once you are done, click the 'Save' button.
Select the Choice you want to remove from the list and then click the 'Delete' button.
Deactivating / Activating Choice Lists
If you created a Choice List and decide not to use, you have the option to deactivate them. Select the Choice List and then click the 'Deactivate' button.
The only requirement is that it is not being used in a Choice List Field, otherwise, it won't be possible to deactivate that list.
The process to activate previously deactivated Choice Lists is pretty similar to the deactivation process. You just need to click on the 'Activate' button instead.