Lists
Keep the shared lists people pick from, such as designations, departments, leave types and document categories: add, rename, translate and retire entries.
On this page
Lists are the choices people pick from across the app: job titles, departments, leave types, document categories, public holidays and more. Every company in the workspace shares them, so a change to an entry shows everywhere it is used.
Admin can change every list. Most lists need workspace.manage. A few have their own permission: requests.types.manage for request types and request queues, journeys.templates.manage for journey templates, third_parties.types.manage for third-party types. Paying agents need both workspace.manage and wps.manage. HR and Operations see the lists their role allows.
Find a list
- Go to Setup and choose Lists & catalogs.
- The lists are grouped by what they are about:
| Group | Lists |
|---|---|
| People and jobs | Designations, departments, employment types, employment event types, exit reasons, languages, third-party types, request types, request queues |
| Documents | Document categories, government pack templates, asset types |
| Time and attendance | Shift templates, journey templates, attendance exception types, leave types, public holidays |
| Pay | Allowance types, cost centres, paying agents |
- Type in the search box to find a list or a single entry: "Nurse" finds the designation.
- Choose Need a look to show only the lists with something to fix, such as names missing a translation, or next year's public holidays not added yet.
Each list shows how many entries are in use. Changed lately shows the latest changes, and Open the audit trail shows all of them.
Add an entry
- Open the list and choose the button at the top to add an entry, for example New department.
- Fill in Name in every language. English is required. Arabic, Urdu, Malayalam and Filipino are optional, and a name left empty shows in English.
- Fill in any other fields the list asks for, then choose Create.
Lists that need only a name, such as designations, departments, exit reasons, allowance types and asset types, also have a box under the list: type the English name and press Enter, or choose Add. Each English name can appear only once in a list.
Rename or translate an entry
- Choose Edit next to the entry. On most lists it opens beside the list, with its names, its settings, how much it is used and its history.
- Change the names and choose Save changes.
To find names that still show in English, choose Missing a translation above the list. The new name shows on every record that uses the entry, in every company.
Stop using an entry
Entries are not deleted, so old records keep their meaning.
- Choose Stop using next to the entry and confirm.
- The entry moves to No longer used. It stays on every record that has it and in reports, but it cannot be picked for anyone new.
To bring it back, open No longer used and choose Use again. Most lists work this way. Built-in entries the app relies on, counted as built in on lists such as employment event types and attendance exception types, cannot be stopped.
Change the order
On lists with a Sort order, choose Change the order, drag the entries into place, then choose Done.
Each list also has a link to History of this list, which opens the audit trail of its changes. See Security and sign-in.