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.
Edition Qualifier: This feature is available in all FreeAgent Editions.
User Permissions: Only the Administrators can use this feature.
In this tutorial we will cover the following topics:
- Navigate to System Settings
- Create a Choice List
- Create a Child Choice List (Dependant Choice List)
- Edit Choice Lists
- Deactivate / Activate Choice Lists
Navigate to System Settings
Open the menu and go to 'Admin Settings' to display the available options, then click 'Manage Choice Lists'. You can also use the search function to get there faster, just start typing 'Manage Choice Lists'.
It is also possible to manage your choice lists right from the App's Setup Menu. Simply click on the App to display the available options and click 'Choice Lists'.
Note: Even if you create a Choice List right under the App Setup of a specific App, it will be available for you to use across all your Apps.
Create 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.
Alphabetical
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'.
Order
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:
Create 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.
Create 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.
Choice List Details
To see the choices on your List without the need to edit them, click the down-arrow right next to the name. It will expand your Choice List and show you all the existing Choices.
Create Child Choice List
To create a Choice List for your Dependant Choice List field, you will need to give your new Choice List a name, select the order type (Order or Alphabetical). If you want that your team members are able to add more Choices to the list then set the 'Allow Ad-hoc Creation' field to 'Yes'.
Then under Parent Choice List, select the one you want to add sub-choices to. For example, enabling selection of subindustry based on industry selection within the same form.
Now all that is left for you to do is create the sub-choices for each of your main selections. Click the 'Add New' button. In the creation window, you will have to type the name of your sub-choice, add a value if you have an integration that is set to use a specific ID or name, add an icon and select a color if desired, and finally, select from the drop-down the parent-choice for which you are adding the sub-choice. This will be automatically populated from the Choices of the Choice list you selected when creating your new choice List. Click the 'Save' button when you are done and repeat the process for all your sub-choices.
Edit 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.
Edit Choices
Select the Choice you want to update and then click the 'Edit' button. Here you can update the Choice's Name and assign it an icon and a color. From here you can also deactivate the choice, simply select 'No' under the Active field. Once you are done, click the 'Save' button.
Delete Choices
Select the Choice you want to remove from the list and then click the 'Delete' button.
Deactivate / Activate Choice Lists
If you created a Choice List and decide not to use it, 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.