Understanding external lists

When creating forms, you might need to use the same list in multiple elements or different forms. With Kizeo Forms, you can create reusable lists called external lists. Here’s how to create and use these lists effectively.

Types of External Lists

1. Regular List: A basic list for simple entries.
2. Hierarchical List: Contains multiple levels (up to 9) for detailed categorisation. For example, selecting a country, then a state, and then a city.
3. Referential List: Linked to multiple fields (up to 49) in your forms. Selecting an item auto-fills related fields, such as customer details.
4. Referential-Hierarchical List: Combines hierarchical and referential lists. It narrows down selections in multiple levels and auto-fills related fields.
5. List with Codes: Allows each item to have a specific code different from the displayed name, useful for product references.
6. Filtered List: Limits what part of the list each user can see.

Step 1. Create your External lists.

Example: In a real estate agency, you need to check the condition of ceilings and walls in each room. Common items include seepage, rising water, stains, black spots, and mold. Create a reusable list called “Condition of ceilings and walls” for this purpose.

You have two options to create your external list: manually or by importing an Excel file.

Option 1. Manually enter your External list.

• Go to the External lists tab on the online platform.
• Click on Create an external list.

• Name your list and enter the items.
• Add levels to create Hierarchical or Referential-Hierarchical Lists.

• Add references for Referential or Referential-Hierarchical Lists.

• Change the order of your list as needed.

• Save your list.

 Option 2. Import an Excel File

• This option is best for long lists. Follow the tutorial on creating a list from an Excel file.
• To make changes to an existing list, upload an empty Excel file and use the Change & Add option to add new items without deleting existing ones. Refer to the tutorial on modifying an external list for more details.

Step 2. Insert your External list in your form.

• Create a new form and insert a List item.
• Click on the green pencil icon to access List features.
• In the Features tab, select your external list from the scroll bar (e.g., 'Condition of ceilings and walls').
• Confirm your changes and save your form.

Display on your mobile device.

Your mobile users will see the list on their devices.

Go a little bit further…

• Create your external list from Excel
• Create a multiple-level list with the Referential list
• Automatically fill different fields with the referencial list.
• The Referential-Hierarchical List
• Give a code to each item of your list!
• Sort your external list according to your users' profile.
• Learn more about the tags you can link to an item of your list to customize your reports!