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📐 Creating and Managing List Templates

This article explains how system administrators can create and manage list templates. These templates serve as the basis for working with lists in teams. Team administrators can activate templates, and users then work with the list content.

🔍 Contents

  • How it works
  • Editing list templates afterward
  • Tips & Best Practices
  • FAQ

🛠️ How it works

📂 Navigate to the List Editor

  1. Open the System Administration.

  2. Go to Templates > Lists.

  3. Click the “+” symbol to create a new template.

📝 Set the title and label

  • Title: Name of the list (e.g., Project Overview).

  • Entry label: Singular form for entries (e.g., Project).
    💡 Note: This label will appear later as a button, e.g., Add Project.

📊 Define columns (field types)
Select the appropriate field types for the entries:

  • Text field

  • Single select (dropdown)

  • Multi select

  • Integer / Decimal number

  • Date / Currency

  • Checkbox (Yes/No)

  • Priority

  • Team (automatic for cascading)

  • Responsible person

✨ Tip: The vertical order of the fields determines their horizontal display in the list.
⚠️ Maximum of 10 fields (excluding system fields) is allowed.

⚙️ Configure display options

  • Default sorting: Define the column by which the list is sorted by default.

  • Position in the overview: Decide if the list appears in the left or right column.

  • Display for link references: Choose which field is shown when linked (e.g., to actions).

💾 Save
Click “Save and close” to complete the template.

📐 Editing list templates afterward

If you want to modify an existing template, note the following restrictions:

  • The template can be edited only if no entries exist in any list using it.

  • Even if entries are marked as “completed” and closed, editing is not possible.

  • All entries must be fully deleted before the template can be changed.

✨ Tip: Check beforehand whether the template is actively used in any team – otherwise it can no longer be modified.

✨ Tips & Best Practices

  • Use short and concise field names.

  • Make fields mandatory only for essential information.

  • Choose default sorting wisely (e.g., by date or priority).

  • Use cascading only when cross-team collaboration is required.

❓ FAQ

How many lists can be displayed on a team board at the same time?
→ There is no limit.

Can I change a template’s structure afterward?
→ Only if no active entries exist. Otherwise, all entries must be deleted first.

Who can create and edit list templates?
→ Only system administrators.

Can team administrators adjust templates?
→ No, they can only add or remove templates in their teams.