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Organisation Administration - Managing Organization Lists
Purpose
Learn how to create, edit, import, and manage Organization Lists used in Damstra Forms, Memos, and Actions.
Overview
Organization Lists are reusable dropdown lists that appear in templates across all projects. They are ideal for standardized data that applies company-wide.
Types of Lists in Damstra Forms:
- Custom Lists are specific to a field in a template - they are defined in the template and can't be reused.
- Organization Lists are the same across all Projects. They are best used for lists where all items apply to all projects across a business (i.e. are not project specific) They can be updated by administrators, and users can also add new list items if the Organization List is unlocked.
- Project Lists are similar to Organization Lists, except that they are specific to a particular project. For example, you might define a Site Inductee project list type that is referenced in templates, but the contents of this list would be different for each Project. They can be updated by administrators, and users can add new list items - they can not be locked to Admin use only.
Access the Organization List Register
- Go to the Admin menu.
- Click Org. Lists to open the Organization List Register.
View and edit an Organization List
- Click Details next to a list to view its items.
- From the Details screen, you can:
- Edit the list name and items.
-
Export the list to a
.csvfile.
Note: Multi-column lists can only be deleted via the web app. To add or edit items:
- Export the list.
- Edit the
.csvfile in Excel. - Re-import the updated file.
Coming soon: Web-based editing for multi-column Org Lists without needing to export/import.
Lock or unlock a list
- Locking prevents mobile users from adding, editing, or deleting items.
- Unlocking allows users to modify the list via mobile apps.
Create a new Organization List
- Click Create in the Org List Register.
- Enter a Name (required).
- Optionally, add list items or allow users to add them later (if unlocked).
Import an Organization List
- Prepare a
.csvfile with the correct format. - Go to the Import screen.
- Click Browse to select your file.
- Click Import.
The list name will match the file name (excluding
.csv).
Import supports multi-column lists, except for:
- Drawings & Docs Disciplines
- Drawings & Docs Statuses
- Drawings & Docs Types
Update an existing list via import
- You can change the number and type of columns.
- Ensure you update any templates that reference the modified list.
⚠️ Caution: Importing a file with the same name as an existing list will overwrite its contents.
CSV file format for import
- Row 1: Column labels
-
Row 2: Data types (
StringorNumber) - Rows 3+: List items
For single-column lists, the first two rows are ignored. The column is labeled “Name” and assumes
Stringtype.
Use VLOOKUP with Organization Lists
- Use VLOOKUP in formula fields to retrieve data from multi-column Org Lists.
- Example: Select an employee name and use VLOOKUP to return their ID.