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Create / Edit a list

Articles on: Lists & Items

Create a standard list
Create a custom list
Define the list scope
Define access rights
Define item title
List attributes definition
Single choice on list attribute
Attribute settings
Define the important attributes
Understanding the list schema
Reorganizing the order of the attributes (list schema)
Define the filter attributes
Other parameters
Workflows linked to this list
Upload and download a list in JSON format
Archive a list

Create a standard list

There are 2 main standard list templates:
Customer (list id: customer)
SKU (list id: sku)

Using a predefined list makes it easier to build dashboards.

When creating a template list, the attributes labels will be in the same language as what you are currently using the web app in. So if you want the list attributes to appear in French, you need to select French as the language of the web app on the top language selection. You can’t delete a standard attribute; you can only hide it if you don’t want the mobile user to view it.

Create a custom list

You can as well start from scratch to define a list. Click on the (+ Create) button to get started. Once a list is created, all the parameters can be edited using the edit icon.
Each list is defined by:
List id (system generated)
List name
List description

Define the list scope

The scope parameter is used to determine who can view and perform the following actions on a list item:

The scope can take 5 options, each scope value restricts who can access the item:
Global - all users of the client
Multiple Teams - all users of the multiple teams to which the item has been assigned to
Single team - all users of the single team to which the item has been assigned to
Multiple Mobile users - all users to which the item has been assigned to
Single Mobile user - a unique user to which the team has been assigned to

A change of scope will remove all the existing ownerships. If you need to proceed to a change of scope, kindly download the list and re-assign the items accordingly.

Define access rights

Access rights for mobile or web users can either be:
Full access - users can add, edit and delete items on the list
Read-only - users can only view list items
Edit-only - users can only view and edit items.
Hidden - Users will not have access to list items

Define item title

This is to determine how the item will appear on the mobile app. use a $ sign between each tag to define the titles.

List attributes definition

Attributes of the list are the fields that structure the list. Each attribute has:
A key, a unique tag, lower case, all attached
A name that will be displayed on the mobile/web app
A type, among the following options:

a. Integer - Whole numbers
b. Decimal - Whole numbers with decimal points i.e products prices (cents)- 457.89
c. Text - Alphanumeric characters
d. Single choice - Select one choice from a range of options
e. Multiple choice - Select several choices from a range of options

1. For single and multiple-choice attributes, the different options can be uploaded in bulk using the bulk button. You then just need to upload a CSV file with two columns, the tag and the label of each option, saving you time.
2. You can also download the list of option tags and labels using the download icon

f. Picture - Take a picture inside the list
g. GPS - Capture GPS on the list
h. Boolean - A question with a binary result (Yes / No)
i. Date - Capture dates on the list
j. Signature - Capture signatures
k. Phone number - Capture phone number
l. Barcode scanner - scan a barcode
m. Single choice on list- attribute which picks from an existing list. Used mainly for single choice attributes with lots of options i.e Territories. Users can apply filters on it and can search for an option/item easily.

Attributes can be arranged in any order with a drag and drop functionality, both on the web and mobile app

Single choice on list attribute

These attributes are created the same way other attributes are, except that for 'Select on the list' you have to create a different list first, then attach it to the attribute. Before adding the attribute, please create a list on the same client.

Once you have created a list, go to the list that you wanted to add a 'select on list' attribute then click on the edit icon/pen. Once on the list edit page, click on the (+) icon to add a new attribute, input the attribute key (tag) and name then select 'single choice on list' as the attribute type and attach the list that you just created.
After, click on ADD then save the list.

How to use the multiple-choice attribute for route management

Use the multiple-choice attribute called "_route" in the default Customer list
For each customer, assign it the routes it belongs to. Let's say a customer needs to be visited on Monday and Wednesday, you assign both values
You might need to add more fields:

- If the list scope has more than one user, a single choice attribute is preferred so that the user only selects his area
- An open text field with the order in which the customer must be visited

Attribute settings

* Validation rule (RegEx) - Validation rule using the regex syntax. This rule defines or restricts what a user inputs/fill on the input questions (Input text, Integer, decimal, etc). Refer to this article for more details.
Validation error message - Message displayed if an entry fails to pass the validation rule
SQL Query - You can define an attribute in a list based on a SQL query. It is very useful as you can use the data from the workflow to define attributes in the lists.

For example, you can define customer status based on workflow activity. Customer status changes to active once the customer has made an order/sale done and their status changes to Inactive if they haven’t made any order for a long time.

Hide attribute from the mobile app user - Used to hide items/attributes from Mobile users
Mandatory attribute - Defines if an attribute must be filled or not by the Mobile user.

If a customer list is already created, and a new mandatory attribute is added, mobile users will be forced to fill it the next time they check in a customer and clicked on the edit icon.

Unique value - Activating this option will ensure that there is only one value for this attribute in the list among all items. This can be useful if you want to ensure there is no duplicate, like for an outlet code serving as the primary key.
Value locked - Used to make list attributes read-only for the Mobile users. Often comes with an SQL - Query defined.
Meta Expressions. Just like the workflow's meta expressions, it is possible to define meta expressions to list attributes, to ensure an attribute is displayed based on the value of another attribute. For example to ask additional information based on the customer type. To add a meta expression, simply click on the add icon located on the meta expressions tab.

You can define an attribute that is dependent on a meta expression to be displayed as mandatory, the mobile user will only be required to fill it if the meta expression is active

Define the important attributes

Important attributes are the ones that will appear in the item card on the mobile app. They are defined in the list schema in this section. Add new attributes by selecting the small boxes on the left.

In the item card, only the important attributes will be displayed in the list. Click on the 3 dots and select View activity icon

Understanding the list schema

A list schema is simply a collection of attributes created for a list. By viewing a list schema, you can know the attribute type, whether it's mandatory, hidden, shareable, or has a meta expression attached to it.

To view a list schema, go to the list section of the dashboard and click on it. Then identify your list of interest and click on the More icon at its far right. A page with the list schema will be displayed.

To view more details about a specific attribute on the list schema, click on the Edit icon at the far right of the target attribute. You can also duplicate attributes by navigating to the Replicate icon, this makes work easier in the event that you have same repetitive question types.

By viewing the list of the attributes, we have put some visual indications to understand what parameters have been applied to the attribute:

For the List schema:
Attributes marked in bold are mandatory
Attributes marked with a small star are marked as important
Attributes marked with an eye icon are hidden from the mobile user
Attributes marked with a lock are locked, and can't be edited by a user
Attributes marked with a chart have a SQL query attached to it

Reorganizing the order of the attributes (list schema)

It is possible to drag and drop each attribute to change the order at which they appear on the mobile and web. Just click on an attribute and drop it where you want in the list compared to the other attributes.

Define the filter attributes

Attributes to be used as filters on the mobile application. Only these attributes can be added:
Single choice
Multiple choice
Attribute based on a query

Other parameters

Picture field to be used for the item profile

Single choice attributes to be used as categories. This is useful for a matrix to navigate among items. Categories serve as headers.

Workflows linked to this list

This section will show you the workflows to which the list is attached.

If a list is not attached to a workflow, it won’t be accessible for mobile users.

Upload and download a list in JSON format

A list can be downloaded and uploaded in JSON format using the button at the bottom of the modal.

Archive a list

A list can be archived using the archive icon. Archived lists can be displayed using the “Display archived list” option in the menu.

For more information on the above actions, please view the video below

Updated on: 20/09/2023

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