Manage Lists

The List Manager holds the system lists that fill the dropdowns for documents, contacts and projects: the document types, statuses and prefixes a document can have, the business types and designations of a contact, and the types and statuses of a project. Users use it to add, rename and delete the entries of each list, and to see how many documents use each entry.

Who configures this

Users who hold the Lookup Lists permission. The List Manager is opened from New > Custom Fields & Configuration > Manage Lists. The counts beside the entries and every change to a list need the permission.

List Manager

The List Manager has the lists on the left, in three sections, and the entries of the selected list on the right. Selecting a list opens it. The circular arrow beside the selected list's name (Force Refresh) loads the list and its counts again.

List Manager with the Statuses list open and one entry selected

Each list has its own Add button above the entries (for example Add Status, Add Type or Add Prefix). When one entry is ticked an Edit button joins it (for example Edit Status in Statuses, or Edit Type in Document Types), and when one or more are ticked a Delete button does (Delete Selected, or Delete Type in Document Types). The tool buttons at the right of the toolbar choose the columns, change the row density, filter the columns, and the Search box finds an entry.

Document Lists

List	What it holds
Prefix	The Document Prefix a document number starts with, such as DOCS-CF-EN/. A prefix is stored with a slash after it, and the prefixes are the choices of Document Number when a document is created. The number beside a prefix counts the documents whose number starts with it.
Document Types	The Document Type of a document, with an optional Code (a type named Inspection Report with the code IR is stored as Inspection Report (IR)), and the Sub Document Type under it. The Transmittal tick box marks a type as a transmittal type for the transmittal tools.
Statuses	The Status of a document (for example Approved, Cancelled).
PR Statuses	The Post-Review Status of a document, set after a review (for example No Comments, Return with Comments).
Cross Reference Reasons	The reasons offered when a document is cross-referenced to another (for example Attachment, Referred To).

Contacts

Note: Contacts can receive and download documents distributed from Docwize (for example, via transmittal) but cannot perform functions within a Docwize database.

List	What it holds
Business Types	The business type of a contact's organisation.
Designations	The job designation of a contact (for example CEO, Director).
Categories	The category of a contact.
Category Statuses	The status of a contact's category (for example Active, Inactive).

Projects

List	What it holds
Project Types	The type of a project (for example Construction, General Management).
Project Statuses	The lifecycle status of a project (for example Active, Cancelled, Completed).

How many documents use an entry

The orange number at the start of a row is how many documents use that entry. Click the number to open Bulk Assign Documents with those documents, where you can move them to another entry. See Bulk assign.

The confirmation shown before an entry that documents use is deleted

Changing an entry that documents use asks you to confirm first. The confirmation states how many documents use the entry.

• Renaming an entry changes it on every document that uses it.
• Deleting an entry that documents use does not delete it yet: Confirm opens Bulk Assign Documents so the documents can be moved to another entry. Once no document uses the entry, Delete Selected asks once more and deletes it.
• A document type that has sub document types cannot be deleted until its sub document types are.

How to add an entry

Step	Description
1	Navigate to New > Custom Fields & Configuration > Manage Lists.
2	Select the list in the left panel.
3	Click the list's Add button (for example Add Type).
4	Enter the name, and for a document type the optional Code. To add a sub document type, choose Document Sub Type, then the type it belongs to and the sub document type's name.
5	Click Add. The entry appears in the list.

Document Types: a type, its sub document type, and a type with a code

Example: adding a document type

How to edit an entry

Step	Description
1	Navigate to New > Custom Fields & Configuration > Manage Lists and select the list.
2	Tick the entry to edit.
3	Click the Edit button (for example Edit Status or Edit Type). If documents use the entry, confirm the message that says they will be updated.
4	Change the name and click Save.

Example: renaming a document type

How to delete an entry

Step	Description
1	Navigate to New > Custom Fields & Configuration > Manage Lists and select the list.
2	Tick the entry to delete.
3	Click Delete Selected (Delete Type in Document Types) and read the confirmation.
4	If documents use the entry, click Confirm, move the documents to another entry in Bulk Assign Documents, then delete the entry. If none do, click Confirm to delete it.

Example: deleting a document type

How to find a prefix

The Prefix list holds one prefix for every user as well as the ones you add, so search for the one you want.

The Prefix list, searched for a prefix

Troubleshooting

Risk	Detail
Cannot delete an entry	If documents use the entry, move them to another entry first (click the orange number, or use Delete Selected and Confirm). A document type that has sub document types is deleted only after its sub document types.
The Edit and Delete buttons are not shown	They appear when an entry is ticked: Edit for one entry, Delete for one or more.

Related configuration

• Custom Fields overview — introduction to the custom fields configuration sequence
• Projects — project configuration that uses the Project Types and Project Statuses lists
• Contacts — contact management that uses the Business Types, Designations, and Categories lists
• Bulk assign — move many documents to another entry at once