Edit your dropdown lists

A dropdown only offers the choices on its list, and the system refuses a value that is not on it. A new company's lists start empty, so each dropdown you use needs its choices first. Where leads come from, event types and job titles are the usual first ones.

Steps

1. Open the Fields tab of the module whose field offers the list under Settings (Sales, Leads for a lead's source; HR, People for job titles). A list no field owns is under Settings, System, Other lists.
2. Click the field. Its options are under Dropdown options.
3. Press Add an option, type What people see (and, if you like, What is stored), and press Add.
4. Drag an option to reorder it, or use the arrow keys on its handle.
5. Press an option's name to rename what people see.
6. Press the coloured dot beside an option to give it a colour: pick one of the colours shown, or type a code like #3F5A91 and press Use. The chip at the top shows the option in that colour before you pick. No colour takes it off.
7. Press Hide to stop offering one that records still use; press Show to bring it back.
8. Press the bin to remove an option nobody uses.

The top bar says Saved after each change, with Undo for a few seconds.

Rename or recolour a status

A quote's status, an order's, a task's, an issue's (and its severity), a payment's, a unit's, time off, reviews and HR requests are statuses the system acts on: a status moves stock, closes a record or texts a client. You cannot add or remove one, but you can call it what your team calls it and give it your colour.

1. Open the field, for example Status on the Quotes Fields tab. Statuses no field shows (a task's status, an order's money status, time off, reviews, HR requests) are under Other lists.
2. Press a status's chip and type its new words. Press Enter.
3. Press the dot beside it to change its colour.
4. Built-in puts back the standard words and colour.

What is stored never changes, so every record, rule and report keeps its status. Two statuses on one list cannot read the same. Only an admin can change them.

Lists no field offers

Press Other lists at the foot of the modules. It holds lists used outside the modules, such as issue causes, credential kinds, staging zones and warehouse statuses. Use Find a list, open one and edit it the same way.

Good to know

• Every option shows how many records hold it. An option still in use cannot be removed, only hidden, so no record is left holding a choice nothing recognises.
• From any dropdown on a record, an admin has + Add new… to add a choice on the spot, and Edit list… to jump here.
• Every option is drawn as a chip in its colour wherever a record shows it. One with no colour is grey.
• A task type's colour is changed on Operations, Tasks, Task types, the one place the board reads it.
• A few fields' choices without colours are fixed because the system acts on each one (a kind of payment, a payment method). They show under Choices and cannot be added to. An option marked with a meaning can still be renamed; the meaning stays with it.
• Open all dropdowns on the List tab opens every list of a module at once.
• The setup guide's Your lists step asks for the first ones. See Set up your company.

If something goes wrong

• A dropdown has nothing to pick. Its list is empty. Add options to it here.
• The system says a value is not on its list. Add it to the list, or pick one that is.
• "A colour is a # and six letters or numbers". Type a code like #3F5A91, or pick one of the colours shown.
• "Would both read" a word. Two statuses on one list need different words.