Enterprise Lists Management

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.

Lists load quickly, surface their connections to templates and field sets clearly, and give API-dependent customers a stable, permanent unique ID for every list value.

The Enterprise Data Management (EDM) package, Lists include expanded capabilities and built-in governance controls. These enhancements give Admins more granular options for managing lists and distribute list management responsibilities across the right stakeholders - without sacrificing oversight. Features like list suggestions and status columns make it possible to share governance while maintaining administrative control.  Jump to the Enterprise List Management section of this support article.

View a List

To view a list:

1. Navigate to Admin Settings → Elements → Lists.
2. The Lists page displays.
   

You will see the following columns of information about each list:

• Name
• Updated Date
• Type
• Field sets
• Templates
• Actions 

You can add or remove columns from the Lists view by selecting the Edit Columns button. Additional information columns, such as Created By, Created Date, Updated By, Field Sets, and Templates, can be toggled on or off to customize the view to fit your needs.

Across the top of the List menu, you can also filter the view by list type (dropdown, drill-down, or dependent) to quickly find your list.

If a list is connected to one or more field sets or templates, those connections appear as clickable pills in their respective columns. Click the pill to navigate directly to the connected item, making it easy to see exactly where a list is being used across your workspace.

Create a List

To create a List:

1. Navigate to the Lists menu. 
2. Click the +Create List button to start a new list
3. Enter the Name of the list by selecting the pencil icon
4. Choose the list type you want to create by selecting an option from the List Type dropdown.
   
   List type options are:

It is recommended to rename each column for easy reference (for example, Column 1 = Social Platforms, Column 2 = Social Platforms Abbreviation). Click the three dots on the right side of the column header to rename a column.
 

5. Click Save.

    

   To add a List description, 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.
   
   For more detailed instructions on using each of the list types see their respective articles:
   Lists - Dropdown
   Lists - Dependent
   Lists - Drill Down

Edit a List

Claravine makes updating lists easy.

• Claravine platform USERS: Simply reach out to a Claravine platform admin for their approval to update the list (admins need to ensure lists are accurate). Then follow the simple instructions below.
• Claravine platform ADMINS: Follow these simple instructions to update a list.

To edit a List:

1. Navigate to the Lists menu.
2. Click the name of the list you want to modify, or click the checkbox to the left of the list to select it and then click the Edit button.
3. Edit the list details to your preference.
4. Click Save.
   
   

Export a List

You can export any list to CSV for offline review, backup, or use in other tools.

To export a list:

1. Navigate to the Lists menu.
2. Select the list you want to export.

3. Click the Export button in the top right to download a CSV of the selected list.

   

Import a List

Import lets you update list values in bulk from a CSV file, row 1 of your file will become the column header names.

Important: Importing is destructive. The imported file replaces the current contents of the list, and status values are reset to their default state. A warning appears before you confirm the import, so review carefully before proceeding.

To import a list:

1. Navigate to the Lists menu.
2. Select the list you want to update.
3. Choose Import.
4. Upload your CSV file.
5. Review the warning, then confirm to proceed.

Delete a List

To delete a list:

1. Navigate to the Lists menu.
2. Click the checkbox to the left of the list to select it.
3. Click Delete (bin icon).

Before the deletion is finalized, a pre-warning displays every template and field set currently connected to the list, so you can clearly see what will be impacted.

4. Click Cancel to close without deleting, or click Delete List to permanently remove the list.

Enterprise List Feature Overview

With the Enterprise Data Management (EDM) package, Lists include expanded capabilities and built-in governance controls. These enhancements give Admins more granular options for managing lists and distribute list management responsibilities across the right stakeholders - without sacrificing oversight. Features like list suggestions and status columns make it possible to share governance while maintaining administrative control. Key benefits include:

• Reduced admin bottlenecks: Admins can assign Approvers and Suggesters to distribute list update responsibilities across appropriate stakeholders.
• Better visibility: Admins can quickly see where each list is in use, including its connected fieldset and templates.
• More control: Status columns and customizable views provide structured options for organizing and governing list values.
• Faster navigation: Connected elements - such as fieldsets and templates - are clickable, allowing Admins to jump directly to related structures.

Enterprise List Management Settings

In the Settings section of the list, Admins can add a description for the list being created, enable the Show Status Column option, and turn on List Suggestions.

When Show Status Column is enabled, a status field displays next to Column 1 with the following default options: Active, Archived, Deactivated, and Inactive. Status values are configurable per list and can vary by client. To request custom status options for a specific list, submit a support ticket and the Claravine support team will configure them for you.

Status fields serve as descriptors for the value itself and do not affect the row. For details on how the status column behaves and how to leverage it through the API, see the Claravine APIs.

When Enable List Suggestions is toggled on, the module displays options to assign two role types:

• Approvers - users who can approve suggested changes to the list.
• Suggesters - users who can submit suggested changes to the list.

Approver permissions are enabled for all Admins by default. To grant a Manager Approver or Suggester access, an Admin must assign those permissions to the Manager.

Once Enable List Suggestions is toggled on, users will see the option to modify the list in Edit mode (no suggestions or audit tracking) or Suggestion mode.

Learn More

List Approval Workflow