Value Lists

Value lists are used when you want to create dropdown menus in forms.

There are two types of value lists in Process Automation. The standard value list and the more advanced Extended value list.

Standard Value Lists

How to create Standard value lists

1. Standard value lists are created and edited under Space settings. Navigate to the Space settings page and click Value lists in the left panel menu.

You need to have administrative rights to access the space settings.

2. To create a value list, select Create standard value list.

3. You can enter values manually or paste them, from Excel for example.

If you want key values associated with every value in your list, add them after each value separated by a semi-colon like in the example below. Key values can be used when configuring automatic gateways.

Monday;1

Tuesday;2

Wednesday;3

4. Value lists are exclusive to one space only. When you have one or more value lists in a space they will be presented like in the picture below. You are free to edit or remove lists using the buttons to the right. 

If the list is used, a warning message will be issued and you will not be able to delete the value list unless you have freed up its connections.

When to use Value lists

Value lists are mainly used in forms, where they show up as searchable single-select drop-down list or multi-select boxes. Value lists help you steer what data input end users can submit and can be used for instance to steer gateways in your processes. Value lists are also a key component when creating role-mappers which allows you to steer what user(s) or group(s) of users should be able to perform different tasks in a process application based on data in the Instance.

Only the 100 first values will be displayed in the scroll list in a form. In order to access any other potential values a search will have to be performed according to the description above. An exact match will get highly scored. However, the last written word, even if it is only a couple of characters, will get the highest score in a search. 

How to maintain Value lists

When a value list is used in a form it is good to know what happens to the existing values in an instance if you add, remove or change a value in the value list.
Changes in a value list affect both active and inactive instances. There are three different types of fields commonly used to display values from a value list: 

• Combotypefield (an older type of drop-down field), 
• Combotypefield2 (the default for displaying value lists)
• Superboxtypefield (multi-select fields)

There is also a fourth type, datasetfield,  that is used for Extended value lists. You can see which type of field you are using by clicking the field in the editor and checking the type attribute in the bottom right corner of the interface. Each of these form field types behaves differently if you remove a value or change the display value from the value list.

Example

Below are some scenarios for deleting a value and changing the display value explained.

Initial setup

Two value lists have been created, one value list and one external value list.

The value list has a specific display and key values for each value. The first row has e.g. display value set to “Value 01” and its key set to “01”. If no key value is entered, key value and display value will be the same.

External value list

From these two value lists, a form has been created including the various fields that use the value lists. Below is part of a test instance that we will use in the following examples.

Scenario - Delete a value list value

First up we will remove the value “Value 01;01” from both of the value lists.

No changes will be shown in the lists. The value that was entered into the instance will remain.

The instance will have some visual changes in it when opening the form.

• The combotypefield type loses its display value and the key value is displayed instead
• The superboxtypefield type loses its display value and the key value is displayed instead in red

If any of the values are changed in the form from “01”/”Value 01” to something else it will not be possible to change the value back to “Value 01” since it has been removed.

Instead of removing a value let's change its display value. The value list now looks like this.

Lists still have the values introduced from start.

The instance however has changed in the same areas as when a value was deleted.

• The combotypefield type shows the new display value
• The superboxtypefield shows the new display value

If the key part of the value is changed, from example “Value 02;02” to “Value 02;002”, that will be considered as a delete of the old value and a new value has been introduced.

Extended Value Lists

How to create extended value lists

1. Value lists are created and edited under Space settings. Navigate to the Space settings page and select the Value lists tab in the left panel menu.
   
   
   
2. To create an extended value list, click on Create extended value list.
   
   
   If you cannot see the option, Create extended value list, please contact our sales team.
   
   
3. You can enter values manually or paste them from Excel in which case the interface understands what columns and rows each value goes in.
   
   
   Tips for using the extended value lists editor
   
   • Max character is 200 in the Key column and 500 in the value columns.
   • To avoid copying the format of an Excel text, try to paste the plain text only. Using the keyboard shortcut SHIFT+CTRL+V can accomplish this in Chrome.
   • The maximum number of rows is 1000 and the maximum number of columns is 20.
   • You can right-click to add/remove rows and columns. You can rename columns by clicking the label and typing in a new name. This is used when referencing the values inside a form.
   • You can right-click to add/remove rows and columns. You can rename columns by clicking the label and typing in a new name. This is used when referencing the values inside a form. 
   
   
4. Add a reference name to your list that will be used in forms to call upon the list.
   
   
   
5. If you want the values in the Key column to be generated for you, select the box next to Automatically generate key.
   
   
   
6. Check the box next to External value list, if you want to manage the value list via API or the Business Integration Agent (BIA). It is possible to synchronize values from Excel, CSV, XML and MSSQL.
   
   
   If the External value list is checked and the value list is saved, you will no longer be able to view or edit the value list from Process Automation. The Value list will only be reachable via API.
   
   

Managing Value Lists in a Space

Value lists are exclusive to only one space. When you have one or more value lists in a space they will be presented like in the picture below. You are free to edit or remove lists using the buttons to the right. If the list is used however, a warning message will be issued and you will not be able to delete the value list unless you've freed up its connections.

How to use extended value lists

Extended value lists are mainly used in forms, You will find the extended value list under Metadata fields (Extended value list) on the left panel.  Value lists help you steer what data input end users can submit and can be used for instance to steer gateways in your processes. 

1. In order to reference an extended value list, select it from the left side panel and add it to your form canvas just like any ordinary field. The first column will be the default value to be displayed in the field.
   
   
   2. In order to reference corresponding columns after making the initial selection in the main field, simply add as many fields as you wish and add the attribute valueFrom and type in the name of the field followed by the name of the column. For example, employees.B
   
   
   
   

How to search in an extended value list in a form

When typing a word, the search will score the word that is being written last even if it is only a couple of characters and not a fully composed word. This is called a prefix search where the last composition of written characters gets displayed and scored as they are written.

If you were to write the word "United" the search will display all matching written characters first and the values with the highest score in descending order. However, an exact definition of the word is recommended since this will display and score every value where that specific word is to be found.

If you were to add a word, the matching combination of words will get the highest score in this case "United States". But it will also display the words that match the second written word in this case "States". If you start to write a third word, the search will react and prioritize those characters first in the search.

An exact match will get highly scored. However, the last written word, even if it is only a couple of characters, will get the highest score in a search. Only the 100 first values will be displayed in the scroll list. In order to access any other potential values a search will have to be performed according to the description above.