Managed lists

Managed lists are the reference values people choose from when they fill in the application catalog: owners, vendors, hosting models, lifecycle stages, and so on. Keeping them curated means the same vendor isn't entered five different ways, and the catalog stays clean enough to report on.

Open Admin → Lists. The left rail lists every managed list; click one to see and edit its values. Changes take effect immediately.

The lists

List	Used in the application catalog for	Extra fields
Contacts	Business owner, Technical owner, Procurement owner	Email, Role/Title, Phone, and a Linked user
Vendors	Vendor	Contact, Email, Phone, Support portal, Notes
Sourcing types	Sourcing
License types	License type
Cost centers	Cost center
Hosting models	Hosting
Data classes	Data classification
Business criticality	Criticality
Lifecycle stages	Lifecycle stage
TIME disposition	Time in portfolio (Tolerate, Invest, Migrate, Eliminate)

Several lists come with starter values the first time they're opened, for example Hosting models starts with SaaS, On-prem, IaaS, PaaS, and Hybrid, and Business criticality starts with Low, Medium, High, and Mission-critical. Contacts, Vendors, and Cost centers start empty. You can rename, archive, or add to any of them.

Add a value

1. Select the list.
2. Type the value into + Add value… at the bottom of the table.
3. For lists with extra fields, fill them in below the label.
4. For Contacts, optionally choose a Linked user to tie the contact to a workspace member.
5. Click Add.

Values must be unique within a list. Contacts are matched on email address, every other list on the label. If the value already exists you'll see That value already exists.

Members can also add a value on the fly while editing an application, using + Add… at the bottom of a list dropdown.

Edit a value

• Rename: click the label, edit it, and click away. The new label shows up everywhere the value is used.
• Extra fields: click Fields ▼ to expand the row, edit the fields, and click away from each one to save. Click Hide ▲ to collapse it.

Archive or restore a value

Archive a value when it should no longer be chosen, without losing it from records that already use it.

1. Click Archive on the value's row.
2. ArchForge shows how many records use it, for example Used by 3 records.
3. Click Archive to confirm, or Cancel.

Archived values are greyed out and listed after the active ones, and they're no longer offered in the application form. Click Restore to make one available again.

Merge duplicates

When the same thing has been entered twice, merge one value into the other.

1. Click Merge… on the duplicate you want to get rid of.
2. ArchForge shows how many records use it.
3. Choose the value to keep from Select target….
4. Click Merge.

Every application that used the duplicate is switched to the target value, and the duplicate is archived. Merge… only appears when the list has at least one other active value.