This article provides detailed explanations on how to use Custom Lists in PPO:
- Custom lists and custom list items;
- Adding a custom list;
- Editing a custom list;
- Adding and editing custom list items;
- Deleting a custom list and custom list items.
Drop-down lists are called custom lists in PPO and can be maintained by the client‘s PPO Administrator. The PPO Administrator will require access to the Administration Menu as well as the Custom Lists menu item in order to manage the custom lists.
A distinction is made between a custom list and custom list items. The term “custom list” is used when referring to the list in its entirety:
Custom list items are the individual values found in the list:
Thus, Planning is a custom list item of the Phase custom list.
To add a custom list click hover over the Administration Menu and then click on the Custom Lists item. A list of all the custom lists available on the PPO instance will open. Click on the Add button.
Specify a name and description for the custom list.
We recommend you use the entity on which the custom list will be used, together with the name of the field the custom list will be linked to. For example, if you are creating a Department custom list for the Employee and Project entity, the name of the custom list will be Employee & Project - Department.
If you want the list items to be sorted automatically (i.e. alphabetically), mark the “Sort automatically” checkbox as true. Certain custom lists require a specific sort order (such as project statuses or months) and in these cases the Sort automatically field must be left as false. Then click on the Submit button to add the custom list.
To edit a custom list, hover over the Administration Menu and click on the Custom Lists menu item. From the List page, select the applicable custom list, which will then open the Custom List View page for the selected custom list.
On the Custom List View page, the following options are available regarding the custom list itself:
Edit: This option allows you to change the name and description of the custom list. From this option, you can also specify whether the list should be sorted automatically (alphabetically) or manually.
Delete: This will be discussed in detail below.
Add: This option allows you to add additional custom list items to the existing custom list.
Re-order: This option allows you to re-order the items in the list into a specific order. Please note that this button will NOT be visible if the 'Sort automatically" option has been selected. To change the order of the list items move the items to the block on the right in the order you want them to appear on the list and then click on the Submit button.
To add custom list items to an existing custom list, simply hover over the Administration Menu and then click on the Custom Lists menu item. A list of all the custom lists on the entity will open. Select the applicable custom list. From the Custom List View page for the selected custom list, click on the "Add" button.
From the Custom List Item Add page, complete the necessary description for the custom list item, as well as the weighting of the item. If no weighting is applicable, simply leave it as a “0” (zero) value. The weighting attribute can be used in a variety of calculations, including Risk Rating, Prioritisation, Quality and Governance score calculations. For more information, refer to this blog article.
Once the necessary information has been captured, click on the Submit button.
To edit a Custom List Item, click on the applicable item and then update the description or the weighting of the custom list item. You can also optionally specify a color to be associated with a custom list item by checking the "Show colour?" checkbox and selecting a color from the colour picker or entering a hex color code. When you are done, click on the Submit button. For more information, refer to this blog article.
This option allows you to delete the entire custom list. Custom lists can only be deleted if they are not standard custom lists, i.e. not linked to standard PPO Data Fields. PPO has a list of standard data fields that cannot be deleted as they form a core part of the standard reports and dashboards. Also, custom lists cannot be deleted if they are being used in a dependency.
To delete a custom list simply click on the Administration Menu and then click on the Custom Lists menu item. From the Custom Lists List page select the applicable custom list. From the Custom List View page for the selected custom list, click on the Delete Custom List button.
A pop-up message will be displayed asking whether you are sure that you want to delete the custom list. Simply click on the OK button. If the custom list is protected the following message will be displayed on your screen:
To delete a Custom List Item click on the applicable custom list item and then click on the Delete Item button.
A pop-up message will be displayed asking whether you are sure that you want to delete the custom list item. Simply click on the OK button.