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Allowed Values is a fixed list of literal values you author on the field itself. Give a field a list and it stops being a free-text box and becomes a picker, with each option carrying its own color. The values belong to this field — a field that instead points at another record and shows that record’s data is a Reference field, which never uses an allowed-values list. Allowed Values is available on Text and List fields only. On any other type the field editor says so and offers no list.

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Adding values to a field

  1. Open the Collection’s settings and go to the Fields tab.
  2. Click the chip for the field you want, then Manage Allowed Values.
  3. Type the option’s text under Add Value, pick a color, and press Add. A preview chip shows what it will look like.
  4. Press Save changes on the settings form. Until you do, the list is not saved.
Each option is stored as three things:
  • Value — what is actually written onto the Item. Generated from what you typed, lowercased with spaces turned into underscores: “In Repair” becomes in_repair.
  • Label — what people see in the picker and on the Item. This keeps your capitals and spacing: “In Repair”.
  • Color — the color of the chip for that option.
Because the value is the part that gets stored, it is also the part you write in conditions and URL templates: item.status == "in_repair", not "In Repair".

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Colors are configured once and apply everywhere

The color on each option is not just decoration in the picker. It is the color of that value’s chip wherever the field is rendered:
  • in the Items table,
  • on the scanned Page, for Tags and for a Banner section bound to that field.
So a status of overdue set to red shows red in your Items table and red on the page a customer scans, without configuring it twice. The match is on the stored value, exactly. If an Item holds a value that is not on the list — usually because it was imported, or typed in while Allow New Values was on — it still displays, but with no color, because there is no option to take a color from.

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Changing or removing an option

Editing the list changes the list, not the Items. Removing an option leaves any Item that already holds that value untouched: the value stays on the Item, but it is no longer offered in the picker and no longer has a color. Changing an option’s color reaches every Item at once, since the color was never stored on the Item in the first place. There is no rename for an option’s stored value. Adding a replacement and removing the old one leaves existing Items holding the old value, so re-pick those Items or re-import them.

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How strict is the list?

By default, strict: the picker offers only what is on the list, and a CSV import rejects any row with a value that is not on it. That strictness is controlled by a single per-field toggle, and switching it on changes both the form and the import — see Allow New Values.