To be able to modify an existing drop down list your user will need to have the “Form List Editor” permission. To gain this permission you will need to have access to User Maintenance or ask someone who does. Go into User Maintenance -> Find your user -> Permissions -> add Form List Editor.

Once you have the “Form List Editor” permission navigate to the form list link by going to tools, and then form list editor within the list on the left hand side of the screen (same list where you find User Maintenance.) If you do not see the link and do have the permission, try re-logging into the system. After getting to the Form List Editor a screen like below will show.

From here you will need to find the list that you want to modify.

First, in the “Departments” list box, find the department that houses the form with the drop down that needs to be modified. Then you will need to find the actual form in the “Forms” list box. Lastly, the “Lists” drop down shows all of the list on that particular form. Find the list that you want to modify and click on it. In my example above I am using the primaryLanguage list on the Assessment form.

To add a list item, while there is no option selected in the list (no option highlighted in blue), enter the name of the new option into the Name text box on the right hand side. The “Text” value should be exactly the same as the text entered in the “Name” text box. Afterwards, simply click the “Add” button and it will be added to the bottom of the list.

To change its location in the list, make sure the option is selected and use the “Up” and “Down” buttons. You can also do this with any of the existing list options.

Lastly, if there is an option that you want to remove, simply select it and click the “Delete” button. While you can do this with new options that you are just adding I don’t suggest deleting existing options as it can have adverse effects on forms where the option has already been selected.

Instead of deleting the item, we suggest adding the word Inactive or Retired in brackets to the "Text" portion of the option. This will designate to other users that this option should no longer be used and is being kept for archival purposes.

Note: Sometimes a list will contain a blank option at the top. This was not done in error, it represents the blank option that appears on the form and should not be removed.