Manage Lists
Manage lookup values such as curricula, target audiences, cities, and other reference lists in PEARS.
Manage Lists provides a centralized interface for managing the lookup values (reference lists) used throughout PEARS. These lists populate the dropdown menus and selection fields in modules like Program Activities, PSE Site Activities, Partnerships, and more.
Permission required: Organization administrator or programming manager.
Getting Started
To access the lists, click the cog icon in the top navigation bar, select Organization Settings, then choose System Lists & Templates. Each list category appears as its own item in the left sidebar of the Organization Settings page; selecting one opens a panel for managing the items in that list.
How It Works
Each list category manages a specific type of reference data. Items can be added, edited, reordered, and removed. Some lists are mapped to specific reporting periods, while others apply organization-wide.
TIP: The list categories available to you depend on your organization's configuration. SNAP-Ed-specific lists appear only if your organization uses SNAP-Ed, and Extension-specific lists appear only if your organization uses Extension.
Available List Categories
SNAP-Ed Lists
These lists are available for organizations that use SNAP-Ed:
Curricula — SNAP-Ed approved curricula used in program activities. Mapped to reporting periods.
Interventions — Intervention names that appear in Program Activities, PSE Site Activities, Social Marketing Campaigns, and Indirect Activities. Mapped to reporting periods.
Priority Indicators — Framework indicators for SNAP-Ed evaluation. Mapped organization-wide.
SNAP-Ed Funding Sources (sidebar label: "Funding Sources") — Funding source options for SNAP-Ed custom data. Mapped organization-wide.
Target Audiences — Target audience groups for SNAP-Ed program activities. Mapped to reporting periods.
Extension Lists
These lists are available for organizations that use Extension:
Competencies — Competencies used in professional development tracking. Fields: name and description. Mapped organization-wide.
Shared Lists
These lists are available regardless of program type:
Accounting Codes — Accounting codes for event fee allocation. Mapped organization-wide.
Cities — City names used for site and location data. Mapped organization-wide.
Critical Issues — Critical issue areas used for categorizing program focus. Mapped organization-wide.
CRM Categories — Categories used in the Community Relationships module for classifying contacts. Mapped organization-wide.
Direct Contact Date Ranges (sidebar label: "Direct Contact Dates") — Date ranges for direct contact tracking. Fields: name, start date, and end date. Mapped to reporting periods.
Event Categories — Categories for organizing professional development events. Mapped organization-wide.
Keywords — Keywords for tagging success stories. Mapped organization-wide.
Payment Methods — Payment methods used for event fee collection. Mapped organization-wide.
Program Areas — Program area designations used across modules. Mapped organization-wide.
Projects — Project names used for grouping related activities and records. Mapped to reporting periods.
PSE Changes — Potential changes tracked in PSE Site Activities. Mapped to reporting periods.
User Positions — Position titles for user accounts. Mapped organization-wide.
Youth Delivery Methods — Delivery method options for youth programming data. Mapped organization-wide.
Youth Project Areas — Project area options for youth programming data. Mapped organization-wide.
Managing List Items
Add an Item
Select a list category from the left sidebar.
Click the Add button.
Enter the item name (and any additional fields, depending on the category).
Click Save.
Edit an Item
Click on an existing item in the list.
Update the name or other fields.
Click Save.
Reorder Items
Drag and drop items to change their display order. The updated order is saved automatically.
Delete an Item
Click the Delete button on an item to remove it. PEARS will check whether the item is currently in use by any records. If it is in use, it cannot be deleted.
NOTE: Deleting a list item is permanent. Items that are referenced by existing records cannot be deleted.
Reporting Period Mapping
Some lists are mapped to specific reporting periods. When a list uses reporting period mapping, you can:
Select which reporting period(s) the item is available in
Link or unlink items from specific periods
Items mapped to reporting periods only appear as options in modules when the user is working within a matching period.
TIP: Lists that are mapped to reporting periods are automatically copied to the next reporting period one month before the start date of that period. This ensures your lists are ready when the new period begins.
Export
Each list category supports exporting its items. Click the Export button to download the current list data.
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