Posted May 31 by Karen Rudnitski.

This article discusses how best to use lists with relationships in forms.

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Scenario

When using a relationship in a form, you will need a list in the target entity to be used to get a list of the target items at runtime.

Recommendations

Create separate "browse" lists for use in forms

The requirements for a browse list are quite different from other lists. Typically, you do not want to have browse lists appear in the "Lists" panel in home pages. You also don't want to deny permission to use the list, since that permission is needed to have the forms containing the browse lists work as expected. Therefore, it is recommended to uncheck the "Visible to end users" option in browse lists.

The columns in a browse list depend on how it is to be used

If the browse list is to be used in a drop list or list box control, then it will typically have very few columns. A browse list is intended to be used in a modal dialog that will present more information to the end user.

Management lists will have different security

Entities that are targeted by relationships are often used as "value lists" for users to pick from. Such entities typically have a list that is designed to be used by application administrators to add/remove/modify the available items. These lists are "Visible to end users", but normally restricted to the process administrators. You will therefore want a security policy in the entity to limit who has permission to "use" these lists. You should not use one list as a browse list as well as a management list.

Use a naming convention

To differentiate "browse" lists from "manage" lists and other lists to be used by participants, use a naming convention to make the distinction between the two. Prefixing the list name with the word "Browse" or "Manage" works well.


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