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Users who want to learn about Defined Lists.

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This article outlines an overview of Defined Lists within Business User Portal Configuration. The Defined Lists provide the ability to configure the content of drop-down list menus in relation to Recommendations and Actions. Please note that the items that appear in these lists can also be maintained through the client application. As such, changes that are made using either method will be reflected immediately on both sides.

1. Accessing Defined Lists
2. Creating Defined Lists
3. Editing and Deleting Defined Lists
4. Archiving Defined Lists
5. Further Reading

1. Accessing Defined Lists

1. To access Defined Lists navigate to
   1. Configuration
   2. Defined Lists

2. The following screen will be presented.

3. There are five types of Defined Lists, all of which represent a different drop-down list that can be associated to Recommendations and/or Actions.
4. When working with Recommendations or Actions, the visibility of these lists is determined separately through Configure Action View Methodology.

2. Creating Defined Lists

1. The five Defined Lists that can be created are as follows.

• Recommendation Associated People Titles
  • The titles determined here will appear as separate drop-down user lists in addition to the standard user lists of Instigator, Owner, Issue Manager and Assigned To. All Audit Users, Risk Users and Business Users will appear in the drop-down lists that are determined here, so that they can be linked to Recommendations under the title provided. It is also possible to include these people in system generated Notifications.
• Recommendation Category
  • A list of categories and sub-categories can be used to help group Recommendations for tracking and reporting purposes. Please note that the terminology “Category” can be changed if required by contacting Ideagen.
• Recommendation Priorities
  • A list of priorities and sub-priorities can be used to help prioritise or rank Recommendations for tracking and reporting purposes. Please note that the terminology of “Priority” can be changed if required by contacting Ideagen.
• Recommendation Type
  • A list of types and sub-types can be used to help segregate different types of Recommendations for tracking and reporting purposes. Each type or sub-type that is created can be configured independently to display different fields when accessed by Audit Users, Risk Users and/or Business Users.
• Theme
  • A list of themes and sub-themes can be used to help group Recommendations for tracking and reporting purposes. Please note that the terminology “Theme” can be changed if required by contacting Ideagen, and this list is separate to the Work Programme Themes configured through the client application.

2. To create a new Recommendation Associated People Title, begin by selecting this list item from the menu on the left so it appears in blue. Within the options that appear, select New.

3. Enter the required title in the Add New Item text box and select Add as shown below.

4. The screen will update automatically and display the new title within the List items.

5. The process for creating new Categories, Priorities, Types and Themes is identical, however these lists also support the addition of sub-level items.
6. To create a new sub-level item, begin by selecting one of these Defined List types from the menu on the left-hand side.

7. Select a top-level item from the List items that are displayed, so that it becomes highlighted in blue and the Name of the item is displayed at the bottom of the screen and Select New.

8. The screen will refresh to display Add New Item in the text box at the bottom of the screen.

9. Users can overwrite this text with the name of the new sub-level item that is to be added, and proceed by clicking Add.

10. The new sub-level item is added to the list, which can be confirmed by expanding the view using the   icon provided.

11. Users may add as many additional sub-level items as needed by repeating the above processes.

3. Editing and Deleting Defined Lists

1. All items within the Defined Lists section can be updated or removed as needed. Please note that in doing so, all system references to the original list item will also be updated or removed.
2. To remove an item, use the Delete button that is provided by the system whenever a unique list item is selected.

3. The system will prompt the user to confirm this action by clicking OK.

4. When editing features such as the Name, once this free-text field has been adjusted as desired, select the Update button as shown below.

5. The system will automatically refresh to display the changes applied.

6. To edit the position of existing item, the Move Up or Move Down buttons can be used to organise the list structure as required.

7. In the event that sub-level list items are in place, it may be necessary to move a sub-level item to reside under a different top-level item, or perhaps change a sub-level item to become a top-level item.
8. To quickly change any sub-level item to become a top-level item, ensure the appropriate list item is highlighted and select Make a Root Level from the options provided.

9. Alternatively, to reorganise any list structure Pentana also supports drag-and-drop capability.
10. To use this utility, click and hold the list item with the cursor. In doing so, the item will float outside the structure and can be positioned as required.

11. Note that the single black line displayed below, indicates that the item will be dropped as a top-level item at the end of the list.

12. The next example below, which displays the black arrow, indicates that the item will be dropped as a sub-level item within the underlined list item.

13. Please note that when re-positioning list items using the buttons provided or via the drag-and-drop function explained here, the Update button is not required.
14. These changes are automatically saved by the system and will be immediately reflected in both the online portal and the client application. 

4. Archiving Defined Lists

1. To prevent further use of an existing list item, and where deleting or renaming the item is not possible or not applicable, users may Archive the item.
2. To do so, navigate to the appropriate item and ensure that the Archived checkbox is ticked.

3. To confirm select Update and the screen will refresh to apply the changes made.
4. Please note that archived items will remain visible in the Defined List menus but will be immediately withdrawn from use within the associated drop-down list available in all Recommendations and Actions.
5. Any list items that are already in use and subsequently become archived, will not be withdrawn, but will be flagged by the system as indicated in the example below.

5. Further Reading

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