Managing User Lists in Form Admin

A user list is a configurable group of platform users that can be referenced in entity fields or notification templates. Rather than displaying all users active within a schema, user lists allow admins to define a more targeted set of individuals based on their role.

User lists can be used to represent groups such as:

• Lab Technicians
• Formula Managers
• Project Leads
• Approvers
• Admins
• Notification Recipients

Managing User Lists

The User Lists tab of the Form Admin displays a searchable, filterable list of all existing user lists within the schema. This page helps admins quickly locate, review, and manage user groups used throughout forms and notifications.

Each row in the table includes:

• Name: The display name for the user list
• Users: A preview of users included in the list
• Reference: A unique identifier used when referencing the list in form fields or notification templates via value spec

Creating a New User List

To create a new user list, scroll to the bottom of the listing page. In the Create New User List section, enter a name and reference before clicking “Create User List”.

Then, use the dropdown menu to select users to add. Once saved, the new list will appear on the listing page and be available for reference when configuring fields or notifications.

Editing a User List

User lists can be edited at any time to update the name or user membership. To edit the name, click the pencil icon, input a new name, and hit the Enter key.

To add new users, locate the user list on the listing page, click the “…” associated, and select Edit User List Members.

Referencing User Lists

Two common use cases for referencing a user list within the platform are detailed below.

Adding Role-Based Fields to a Definition

When you want users to select a specific person, such as a technician, approver, or reviewer, on an entity form, it’s best to use a Fixed List field which references a user list. For example, lab request forms often needs a field for selecting a Lab Technician. Instead of showing all users in the schema in the field dropdown, you can:

1. Create a user list of technicians.
2. Navigate to your lab request definition.
3. Add a new Fixed List (Single or Multiple) to the request definition.
4. Click the ID source pencil icon to select an ID source.
5. Within the ID source modal, access the Entity tab.
6. Within the Entity tab, configure the following:
   • Entity Type: User List Set
   • Config Reference: User list reference name
7. Save the ID source and add the field.

Configuring Targeted Notifications

User lists can also be used to send automatic notifications. For example, admins may want to configure a scheduled notification to send to all Formula Managers to be notified when an approval enters the “Review” phase. Instead of listing all the manager’s individual names in the notification configuration, you can:

1. Create a user list for Formula Managers.
2. Configure the notification template, entering the user list reference name in the Recipient Specs field using the value spec format user_list:____. For example, using “user_list:formulaManagers” where “formulaManagers” is that user group’s reference name.

For a more detailed example of how to use user lists to configure notifications, refer to:

• Email Templates for Notifications