Overview
Lists & Variables stores tenant-scoped answer sources used by form questions. This journey covers creating a list, maintaining items (including dynamic placeholders the guide names), and understanding how edits flow to forms that reference the list.
Who can use this
Role | In this flow |
Content administrators | Own catalogue hygiene for shared lists. |
Form builders | Pick lists when configuring dropdown or select questions. |
System administrators | Enforce naming standards and review dependencies before deletes. |
Access requires Content Management permission, the lists-variables capability where your tenant applies it, and an active tenant. Some lists authored elsewhere may be read-only for you.
Before you begin
Open Settings, then Lists & Variables from the navigation your administrator exposes.
Confirm you see Create New List, search, and the table or card toggle.
Plan a unique title within the tenant (case-insensitive duplicate rules apply).
Walk through the flow
Create a new list
Go to Settings, then Lists & Variables.
Click Create New List.
In the dialog, enter Title (required, up to the character limit the UI shows) and Description (optional within its limit).
Confirm Create. The app opens the list detail page where you manage items.
Add and maintain items
On the detail page, click Add Item.
Enter the item label. You may include supported dynamic fragments such as
{currentYear},{siteName}, or{locationName}exactly as the guide documents, when your programme uses them.Save the item, then repeat until the catalogue matches your data standards.
Use Edit or Delete on a row to adjust individual items; use reorder controls when you need a specific display order.
Return to the overview when needed
Use the navigation pattern your UI provides to go back to the Lists & Variables overview.
Use Search or switch table versus card view to audit many lists quickly.
Before Delete on an entire list, consider that forms referencing the list may error or fall back; check organisational guidance on dependencies.
What happens next
Form questions that reference the list show updated item text automatically after saves, per the guide.
Deleted items disappear from future selections; historical responses behave as described in your retention policy.
Notes
IMPORTANT: Deleting a list removes all items permanently. Coordinate with form owners first.
If edit actions are disabled, your tenant may treat the list as read-only content from another author.