Managing Values in Values Lists

The Values List page is your starting point for all Values Lists tasks. You can add values to Values Lists, arrange values, export values, convert field-specific values lists to global values lists, delete values from Values Lists, and define field-specific values for matrix fields.

On this page

Arranging values

When you have a large list of values, you can group the values in a nested, or hierarchical structure to make them easier to find. You may define as many levels of values as you need and specify which values are “children” and which are “parents.” You can also choose whether the parent value is selectable. When values are in a hierarchical structure, they are displayed in this structure when viewing and editing the field.

You can also configure the display order of the values in global, field-specific, and questionnaire values lists by sorting items alphanumerically, placing them in a specific order, assigning values a color from the custom color palette, or arranging them randomly to support certain questionnaire formats. The process for sorting values in these lists is identical.

Note: Both active and inactive values are available for selection when configuring a values list. To avoid confusion, it is recommended to delete unused inactive values from the values list.

Nest values

  1. Go to the values list that you want to update.

    The following table describes how to get to the Values tab, depending on the type of values list.

    Global

    Field-Specific
    1. From the menu, click Admin menu> Application Builder > Global Values Lists.
    2. Select the Global Values list to update.
    1. From your application, go to Designer tab > Layout tab > Objects panel.
    2. In the Data Fields section, select the Values List field to update.
    3. Go to the Properties > Values, click Edit Values.
  2. Do 1 of the following:
    • Drop the value to the position in the values list.
    • Drop the value directly on top of the field to make the value a child of another value.
  3. To make a parent value that functions as the title for a list of child values unavailable for selection, do the following: 
    1. Select the parent value.
    2. Clear the This value is available for selection checkbox.
    3. Click Save.

  4. Click Save or Save and Close.

    • To apply the changes and continue working, click Save.
    • To save and exit, click Save and Close.

Sort values

  1. Go to the values list you want to update.

    The following table describes how to get to the Values tab, depending on the type of values list.

    Global

    Field-Specific
    1. From the menu, click Admin menu> Application Builder > Global Values Lists.
    2. Select the Global Values list to update.
    1. From your application, go to Designer tab > Layout tab > Objects panel.
    2. In the Data Fields section, select the Values List field to update.
    3. Go to the Properties > Values, click Edit Values.

  2. In the Values section, select the applicable option for the displayed list of items.

    The following table describes the options.

    Option

    Description

    Custom

    Lists the values in the specific order that you define. To adjust the order of values, click and drag the value to the position in the list.

    Ascending

    Lists the values in ascending alphanumeric order. For example, the values "High," "Medium," and "Low" would be displayed in the following order: High, Low, Medium.

    Alphanumeric sort is not supported for values lists that contain values in multiple languages.

    Descending

    Lists the values in descending alphanumeric order. For example, the values "High," "Medium," and "Low" would be displayed in the following order: Medium, Low, High.

    Random

    Lists the values in a different order each time the list is displayed. This variation in display order minimizes the chance that end users detect patterns.

  3. Click Save or Save and Close.

    • To apply the changes and continue working, click Save.
    • To save and exit, click Save and Close.

Exporting values

You can export a values list to an external XML file using the export feature for global, field-specific, and questionnaire values lists. You can make changes to the values in the XML file and re-import the list to quickly update your values.

  1. Go to the values list you want to update.

    The following table describes how to get to the Values tab, depending on the type of values list.

    Global

    Field-Specific
    1. From the menu, click Admin menu> Application Builder > Global Values Lists.
    2. Select the Global Values list to update.
    1. From your application, go to Designer tab > Layout tab > Objects panel.
    2. In the Data Fields section, select the Values List field to update.
    3. Go to the Properties > Values, click Edit Values.
  2. In the Values section, click Export.
  3. Enter a file name and click Save.

  4. Click Save or Save and Close.

    • To apply the changes and continue working, click Save.
    • To save and exit, click Save and Close.

Converting field-specific values lists into global values lists

Because field-specific lists are specific to the field in which they are created, they cannot be reused in other Values List fields. However, to reuse a field-specific values list, you can convert the field-specific values list to a global values list, making it available for use in any Values List, Cross-Application Status Tracking, or Matrix field.

  1. From the menu, click Admin menu> Application Builder > Applications.
  2. Select the application or questionnaire.
  3. In the Data Fields section, select the Values List field.
  4. In the General Information section, click Promote to Global Values List Field.
  5. Review the warning and confirm.
  6. Click Promote.

Deleting values

You can delete a value from global, field-specific, and questionnaire values lists. When you delete a value from a global, field-specific, or questionnaire values list, that value no longer is available for selection. Only non-selected values can be deleted. If you attempt to delete a value that has been selected in 1 or more records, Archer provides an informational message stating that the value may not be deleted.

Important: You cannot delete values from a values list that are used in an advanced workflow.

You can delete multiple values from a global, field-specific, or questionnaire values list by exporting the values list as an XML file and deleting the values you want to keep, leaving a list of values you want to remove. The Bulk Delete feature enables you to upload the revised XML file, and removes the list of unwanted values from the values list accordingly.

Note: To avoid confusion when configuring your values in charts, regularly maintain your values list. It is recommended that you maintain your values lists by deleting unused inactive values.

Note: Both active and inactive values are available for selection when configuring a values list. To avoid confusion, It is recommended to delete unused inactive values from the values list.

Delete a value

  1. Go to the values list you want to update.

    The following table describes how to get to the Values tab, depending on the type of values list.

    Global

    Field-Specific
    1. From the menu, click Admin menu> Application Builder > Global Values Lists.
    2. Select the Global Values list to update.
    1. From your application, go to Designer tab > Layout tab > Objects panel.
    2. In the Data Fields section, select the Values List field to update.
    3. Go to the Properties > Values, click Edit Values.
  2. In the Values section, do 1 of the following to delete a value:
    • Select the value and click Delete.
    • In the Actions column, click Delete.
  3. Review the warning and confirm.

  4. Click Save or Save and Close.

    • To apply the changes and continue working, click Save.
    • To save and exit, click Save and Close.

Delete multiple values

  1. Go to the values list you want to update.

    The following table describes how to get to the Values tab, depending on the type of values list.

    Global

    Field-Specific
    1. From the menu, click Admin menu> Application Builder > Global Values Lists.
    2. Select the Global Values list to update.
    1. From your application, go to Designer tab > Layout tab > Objects panel.
    2. In the Data Fields section, select the Values List field to update.
    3. Go to the Properties > Values, click Edit Values.
  2. In the Values section, click Export.
  3. Enter a file name and click Save.
  4. Delete values from the exported values list.
  5. Save the revised XML file.
  6. Import the revised XML file.
    1. In the Values section, click Bulk Delete.
    2. Click Add New.
    3. Select the XML file you want to upload and click Open.
    4. Click OK.

  7. Click Save or Save and Close.

    • To apply the changes and continue working, click Save.
    • To save and exit, click Save and Close.