Lists - Drill Down

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

About Drill Down Lists

Drill Down lists are also known as filtered, narrowing, or cascading lists. The list contains multiple levels of values that are narrowed or filtered based on the previous column's selection. As a user makes their selection from the first column, the available list values presented to them in subsequent columns narrow.

Example use case:

When a user selects the Region APAC, the user will only see the three APAC options: Australia, China, and Thailand. When the user selects Australia, they will only have a single option of Agency 1. If the user selects China, they will have the two options of Agency 2 or Agency 4 to select from.

Create the Drill Down List

1. To create a Drill Down 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 Drill Down as the list type by selecting an option from the List Type dropdown.
5. Input or copy the values into the columns.

6. Click Save.
   
   
    

   We recommend renaming each column for easy reference (for example, Column 1 = Region, Column 2 = Country, Column 3 = Agency). Click the three dots on the right side of the column header to rename a column.
   
   
    

7. Click Save.

Associate a New or Existing Field to the Drill Down List

You must have a field in a field set that references the friendly name column (column 1) and a field to reference each additional column of data in the list (column 2+).

1. Open the appropriate Field Set for the corresponding field.
2. Add or edit a field:
   • 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).
   • If the field already exists in the field set: Click the Field Name in the work area to edit it.
3. Enter a Description (optional). The description shows as a tooltip in the submission table.
4. Select Required Field (optional) to make the field mandatory for the user to fill in.
5. Set the Type to List.
6. Select the List Name from the dropdown menu, or begin typing the list name.
7. Select the column to associate with this field. Naming columns is important for this step.

8. Click Done.

   

9. Repeat the steps above to edit or create a new field for the remaining columns of the list. For this example, the Country field was assigned to the second column of the list and the Agency field was assigned to the third column.
10. Click Save.
     

Add the Fields to the Template

All fields associated with the Drill Down list columns must be included in the template schema. If any fields are missing from the schema, the list functionality will not work. For example, if the Country field (Column 2) is not included in the template schema, the Agency field (Column 3) values will not be available.

To add the fields:

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. It is important for the fields to follow the same order as the list, moving left to right. A user cannot select the Agency without first selecting the Region and Country.
7. Click Save.

User Experience

Below is an example of how a Drill Down list appears to users in the submission table:

Notice that Region is the only selectable field. Country and Agency are grayed out. The user must make their selections to match the list (Column 1 narrows the options in Column 2, which narrows the options in Column 3, and so on). The user must work left to right as it appears in the list.

The user double-clicks the cell to expand the list, or begins typing a list value (for example, "AP" to see APAC in Column 1). Typing filters the available values to those that match. The user can tab or arrow out of the cell to select it. Once APAC is selected, the Country list is narrowed.

Once the user selects the Country (Column 2), they can double-click the cell to expand the list or begin typing the value for the correct Agency (Column 3). Typing filters the available values to those that match. The user can tab or arrow out of the cell to select it.

Using Multiple Value Select with Drill Down 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. No matter the order the user selects the values, Claravine will always populate the concatenated value in alphabetical order with the designated delimiter across all columns where a Drill Down list is used.

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. Open the Field Set.
2.  Click the Field Name in the work area associated with the first column of the Drill Down list to edit it.
3. Check the box for Select Multiple Values. 
4. Enter the Delimiter. We do not recommend using a space delimiter.
5. Click Done. 
6. Click Save.

Add the Fields to the Template

All fields associated with the Drill Down list columns must be included in the template schema. If any fields are missing from the schema, the list functionality will not work.

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. It is important for the fields to follow the same order as the list, moving left to right. A user cannot select the Agency without first selecting the Region and Country.
7. Click Save.

User Experience

Below is an example of a multiple-select Drill Down 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 click the trash can to remove all selected values.

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.

Assigning a Default Value to a Drill Down List

You can assign a default value to the list by selecting from the dropdown list of source values:

Note: The default value can only be applied if it is logically allowed. For example, if Country is set to default to "China," it can only do so if the user selects "APAC" as the Region.

Apply Default Value Only to Empty Values

The Apply default value only to empty values option determines the column's functionality and visibility:

• If checked: The column is visible and is only populated if the user enters a value in another cell.
• If unchecked: The column is hidden and populated with the default value. The default value overwrites anything that was in the text field.

User Experience

Below is an example of an assigned Default Value of "affiliate" for the Channel column, with the Apply default value only to empty values option selected.

When you click Done after editing the column, you'll see that its Visible checkbox is checked.

The column will be visible to the user, and initially null, unless other cells in the row are populated. If a value is entered in another cell, the Channel value defaults to "affiliate."

Below is an example of an assigned Default Value of "affiliate" for the Channel column, with the Apply default value only to empty values option deselected.

When you click Done after editing the column, you'll see that its Visible checkbox is unchecked.

The user does not see the column at all. Its value automatically defaults to "affiliate."

Learn More

• Training in Claravine Academy: About Lists
• Training in Claravine Academy: Drop-Down Lists
• Training in Claravine Academy: Dependent Lists
• Training in Claravine Academy: Drill-Down Lists
• Knowledge Base Articles: Lists - Drop Down, Lists - Drill Down