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Lists - Drop Down

Rebekah Garner
Rebekah Garner
  • Updated

Lists are a powerful way to organize your organization's standardized allowed metadata to be presented on a submission table. Users can select field values from a predetermined list, which adds convenience in the submission process and provides consistent metadata values for accurate and cleaner reporting.

Dropdown lists are only one column wide.

Example Use Case:

Create a Dropdown  List

  1. To create a Dropdown list:
  2. Navigate to Admin Settings → Elements → Lists. The Lists page displays.
  3. Click the blue + Create List button to start a new list.
  4. Enter the Name of the list by selecting the pencil icon, and select Dropdown as the list type by selecting an option from the List Type dropdown.
  5. Input or copy the values into the column.Screenshot 2026-05-13 at 12.08.34 PM.png

  6. Click Save.
     

    To add a description to the list, click the Settings button to open the Settings module, then enter your description. We recommend adding a description to make it easier to identify the purpose of the list.

    Every value you add to a list is automatically assigned a stable, permanent unique ID. If your organization integrates with the Claravine API, you can reference these IDs to keep your workflows consistent over time.

Associate a New or Existing Field to the Dropdown List

  1. Open the appropriate Field Set for the corresponding field. Add or edit a field:
  2. If the field does not exist in the field set: Click the blue + Create button on the right side of the work area, then enter the Name (required).
  3. If the field already exists in the field set: Click the Field Name in the work area to edit it.
  4. Enter a Description (optional). The description shows as a tooltip in the submission table. 
  5. Select Required Field (optional) to make the field mandatory for the user to fill in.
  6. Set the Type to List. 
  7. Select the List Name from the dropdown menu, or begin typing the list name. 
  8. Click Done. 
  9. Click Save.

Add the Field to the Template

The field must be added to the template schema if it is not already.

  1. Open the Template you want to add the field to.
  2. Go to Step 2 - Define and Govern.
  3. Click + Select Fields.
  4. Click the menu expander arrow to view and select individual fields. Use the Search field to find a specific field name across all field sets.
  5. Click Select Fields.
  6. Arrange the field in the order you want it to appear on the submission table.
  7. Click Save.

User Experience

Below is an example of how a Dropdown list appears to users in the submission table.

The user double-clicks the cell to expand the list, or begins typing a list value (for example, "go" to find Google). Typing filters the available values to those that match. The user can tab or arrow out of the cell to apply the selection and move to the next cell.

Using Multiple Value Select with Dropdown List

An administrator must designate a field to allow multi-select from a list and insert the designated delimiter. Multiple Value Select allows users to select two or more allowed values from the list and populate the data consistently. Regardless of the order of the user's selections, Claravine always populates the concatenated value in alphabetical order with the designated delimiter.

Using the Paid Search Source list above, if the user selects Google, then Yandex, then Bing, Claravine will populate the string with Bing first, then Google, then Yandex. This removes any possible fragmented metadata in analytics by always concatenating alphabetically.

Note: If you use the same delimiter in your list values as the one between multi-select list values, it will cause an error. For example, if you set Select Multiple Values to use a dash (-) as a delimiter and have a list value containing a dash such as "Kick-Off," you will see an error saying "Value not in list."

 

Apply Multiple Value Select to a Field

  1. Click the Field Name to edit it. 
  2. Check the box for Select Multiple Values. 
  3. Enter the Delimiter. We do not recommend using a space delimiter.
  4. Click Done. 
  5. Click Save.

User Experience

Below is an example of a multiple-select Dropdown list as the user sees it in the submission table.

The user double-clicks the cell to expand the list and clicks all values that apply. The user can click the X next to each value to remove them individually, or uncheck the box next to a value to deselect it.

mceclip0.png

As the user makes selections, Claravine alphabetizes the values in the cell, and when the user moves out of the cell, the appropriate delimiter automatically appears.
 

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