Managing drop-down lists in GoFileRoom

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If you have administrative privileges, you can modify items that appear in your firm's drop-down lists and import new lookup lists by choosing Administration > Manage Fileroom from the GoFileRoom toolbar, clicking the Lists tab.

Note: To add new drop-down lists or additional levels to an existing lists, contact GoFileRoom Support.

Changing the order in which drop-down list items appear

You can specify how GoFileRoom drop-down lists will be organized by clicking the following options beneath the Level 1 and Level 2 lists in the Lists tab.

Adding items to drop-down lists

  1. Select a drawer from the Drawers field. By default, the first drawer in display order is selected.
  2. In the Level 1 column, select the list to which you want to add values from the Select List field.
  3. Enter the new value in the List Value field and click on the adjacent Add button. The new value will be added to your existing Level 1 list. Show me.
    List Value example
  4. To add child values to the new parent value, select the new value from the List area. Type in new child values in the List Value field in the Level 2 area and click Add.
  5. After adding your list values, click Save.

Note: Using three or more levels in a drop-down list increases the complexity of managing the list.

Editing or removing items from drop-down lists

Before you delete or modify an index value in a drop-down list, we strongly recommend that you search for documents that currently use that index value and re-index the documents to avoid having “orphaned” documents. If you don't find any documents that use the value, or if you find documents that were re-indexed, you can then safely delete the drop-down list value.

To edit an item: Select the item, make changes in the List Value field, then click Update.

To remove an item: Select the item and click the Remove button.

To remove all items in a list: Click the Clear All button.

To export list items to a comma-delimited (.csv) file: Click the Export button.

When you delete an index value from a drop-down list, GoFileRoom does not delete any documents that use the index. This simply prevents users from searching for or adding documents using the index values that were deleted. GoFileRoom stores documents with the original index values, and users can search for them by any other index.

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