Support  ·  Forms and approvals

Shared lists

One list of choices, like Departments or Job titles, that many forms use and you keep up in one place.

A shared list is a set of choices more than one form can use, like Departments or Job titles. Change it once and every form that uses it follows. The Shared lists page shows each list and the forms it’s used on.

Make a list

Click Add a list, name it, and type the choices one per line. You can paste a column from a spreadsheet. Only people who edit forms see the list’s name.

If a dropdown on a form already has the right choices, open that field and click Make this a shared list. The list takes the field’s label as its name, and the field switches over to it.

Use it on a form

Open a dropdown or “pick several” field and pick the list under Choices come from. Choices with the same name are matched up, so show/hide settings, tasks, approval, and routing rules that used them keep working. If the field has a choice the list doesn’t, and something uses that choice, the switch waits until you change that or add the choice to the list.

To stop using the list on a field, pick This field’s own choices there. The field keeps the list’s choices as a starting point.

Change the choices

• Rename a choice right in its box. Every form follows, along with anything that uses the choice.
• Add new ones under Add choices. They go at the end. Use the arrow buttons to move them, or tick Put the choices in A to Z order when I save.
• The same choice can’t be on a list twice, and a list holds up to 1,000.

Click Save list and the forms that use it have the change right away.

Turn a choice off

Tick Turned off to stop offering a choice. Old tickets keep their answers. If something still uses it, like a task that only comes along when it’s picked, the page says where so you can change that first. Untick it to bring the choice back.

Delete a list

A list can be deleted once no form uses it. Switch those fields to their own choices first, then use the Delete section at the bottom of the list’s page.