Many fields in CoolFocus are dropdowns: Request Type, Activity Type, Fund, and so on. Some fields, like Topics on calls, let you pick more than one value instead of just one. Either way, the choices in those lists are yours to manage, so they match how your organization actually works.
You don't need a separate settings screen. Wherever a dropdown or multi-select field appears, an administrator sees a Manage List option right on the field. Open it to add, rename, or remove the choices for that list.
Manage List is an administrator feature. Most staff just pick from the list, admins curate what's in it.
Add a new choice so it's available going forward.
Rename a choice to fix wording or standardize it.
Remove a choice you no longer use.
The Activity Type field is one list shared by notes, calls, tasks, and attachments, so a type you add shows up as a choice on all four. An activity type can also be marked restricted, which hides it (and anything tagged with it) from user groups that haven't been granted access. Restricted-type access is granted per user group from the Activity Type Access tab on that group's edit screen. See User Groups: What Staff Can Open and Change.
The Fund dropdown looks like any other list, but each fund is actually a full record (the same kind of record shown on the Funds tab, see Funds and Sources). Adding, renaming, or removing a fund from Manage List updates that record directly, so the change is reflected consistently everywhere funds are shown, and removing a fund that's already tied to gifts or other records is handled the same way it would be from the Funds tab.
Organizations set up for Love INC: Community Assistance don't see the Activity Type field on notes, calls, tasks, or attachments at all, since its system-default values are geared toward pregnancy center medical contexts and don't apply to community assistance work. This is handled automatically based on your organization's configuration; there is nothing to hide or remove through Manage List for these organizations.
A list's values are shared across your organization. If you rename or remove a choice, that change shows up everywhere the field appears, and it affects filtering and reporting on that field too. A couple of habits keep this clean:
Rename instead of duplicating. Two near-identical choices ("Food" and "Food Assistance") make reports harder to read. Standardize on one.
Think before removing a choice that's already in use on existing records, removing it can leave those records without a label. When in doubt, rename rather than delete.
A small number of lists back built-in features (for example, event table types and similar system enums). Those lists are read-only: they can't be renamed or deleted through Manage List, even though the option is visible.
If you try to save a rename or delete a choice from one of these lists, CoolFocus shows a clear message explaining that the option is system-managed and can't be edited or removed. If you see this message and believe the value genuinely needs to change, contact support rather than retrying.
Attempting to delete a choice that's still in use elsewhere in the system also shows a clear message rather than silently doing nothing, so you know right away that the value is still referenced and wasn't removed.
Examples of read-only lists:
Event status and other event-related system values.
Inventory Type.
Dependant Relationship on dependant records. This list uses standard options (Child, Spouse, Sibling, Parent, Grandchild, Other). If your data already contains other saved relationship values, those will still appear as selectable options on your forms so you can keep using them.
