Editing the list design allows you change the structure and functions of a list, whether or not it has been populated with data. To see the list design, click Design above the grid view of the list. To edit the design, then click Edit Design. If you do not see these options, you do not have permission to edit the given list.

List Properties

The list properties contain metadata about the list and enable various actions including export and search.

The properties of the NIMHDemographics list in the List Tutorial Demo look like this:

  • Name: The displayed name of the list.
  • Description: An optional description of the list.
  • Title Field: Identifies the field (i.e., the column of data) that is used when other lists or datasets do lookups into this list. You can think of this as the "lookup display column." Select a specific column from the dropdown or leave the default "<AUTO>" selection, which uses this process:
    • Use the first non-lookup string column (this could be the key).
    • If there are no string fields, use the key.
  • Discussion Links: Optionally allow discussions to be associated with each list item. Such links will be exposed as a "discussion" link on the details view of each list item. Select one of:
    • None (Default)
    • Allow one discussion per item
    • Allow multiple discussions per item
  • Allowable Actions: These checkboxes determine whether Delete, Upload, Export and Print are allowed for the list. All are checked by default.
  • Full-Text Search Indexing. Determines how the list data, metadata, and attachments are indexed for full-text searching.

List Fields

You can add, delete or edit the fields of your list in this section. See Field Properties Reference.

Example. The field editor for the NIMHDemographics list in the List Tutorial Demo looks like this:

Customize the Order of List Fields

By default, the order of fields in the default grid is used to order the fields in insert, edit and details for a list. All fields that are not in the default grid are appended to the end. To see the current order, click Insert New for an existing list.

To change the order of fields, modify the default grid by selecting (Grid Views) > Customize Grid. See Customize Grid Views for further details.

List Metadata and Hidden Fields

In addition to the fields you define, there is list metadata associated with every list. To see and edit it, use the schema browser. Select (Admin) > Developer Links > Schema Browser. Click lists and then select the specific list. Click Edit Metadata.

List metadata includes the following fields in addition to any user defined fields.

Createddate/timeWhen the list was created
CreatedByint (user)The user who created the list
Modifieddate/timeWhen the list was last modified
ModifiedByint (user)The user who modified the list
containerfolderThe folder or project where the list is defined
lastIndexeddate/timeWhen the list was last indexed
entityIdtextA unique identifier for this list

Finally, there are several built in hidden fields in every list. To see them, open (Grid Views) > Customize Grid and check the box for Show Hidden Fields.

Last Indexeddate/timeWhen this list was last indexed.
KeyintThe key field.
Entity IdtextThe unique identifier for the list itself.
FolderobjectThe container where this list resides.

Full-Text Search Indexing

You can control how your list is indexed for search depending on your needs. Choose one or more of the options:

  • Index each item as a separate document means that each item in the list will appear as a separate search result.
  • Index entire list as a single document means that the list as a whole will appear as a search result. Select one option:
    • Metadata only (name and description of list and fields)
    • Data only Note: for large lists with frequent updates, updating any item will cause re-indexing of the entire list.
    • Metadata and data Note: for large lists with frequent updates, updating any item will cause re-indexing of the entire list.
  • Index file attachments: Indexes the contents of documents uploaded to attachment fields.
When indexing either the entire list or each item separately, you also specify how to display the title and which fields to index. Note that you may choose to index *both* the entire list and each item, potentially specifying different values for each of these options.
  • Use the radio buttons to select how to display the list title:
    • Standard Title: The standard search result title is <List Name> - <Value of Title Field>
    • Custom Title: Enter a custom title in the box provided. The format can use substitution syntax to create a template that includes your choice of fields, for example: NIMHDemographics - ${SubjectID} ${Name}
  • Next specify which fields in the list should be indexed. Warning: Do not include fields that contain PHI or PII. Full text search results could expose this information.
    • Index all text fields: Values in all text fields will be indexed.
    • Index all fields (text, number, date and boolean): Values in all fields will be indexed.
    • Index using custom template: Choose the exact set of fields to index, for example: ${SubjectID} ${Name} ${Family} ${Mother} ${Father}.

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