Option lists

Who changes what

• Account owners and admins change the account's lists in Account → Option lists. Every tenant of the account sees the change.
• For each list the account decides whether tenants may change it. By default they may not.
• Tenant owners and admins change a list in Tenant settings → Option lists when the account lets them; their changes are laid over the account's.

What a change does

• Label and description: records keep the value's key, so old records show the new label too.
• Order: the order values are offered in.
• Hidden: not offered any more, still valid on records and in agent calls.
• Retired: not offered and not accepted for new records; a record that already carries it keeps it. A tenant cannot bring back a value the account retired.
• Add value: a new category. Its key comes from the label unless you give one; a new risk category belongs to the solution rather than an initiative.
• Reset removes this level's change, so the value follows the level above again; for a value this level added it removes the value.

Forms, the task approval and check settings and the agent tools (raise_risk, propose_work_items, get_standards, the rule and handover tools) all read the same list.

Tenants with their own version

• A tenant that has not changed a value follows the account's change at once.
• Where a tenant has its own version, the row shows it. On save the account chooses: keep the tenants' versions, override all or override the selected. Overriding removes the tenant's version.
• A tenant owner can protect a list. An override of a protected list does not apply; it waits in the owner's queue (Tenant settings → Option lists → Waiting for your approval) and the owner gets a notice.
• The owner accepts (the value follows the account) or rejects with a reason. The account sees waiting and rejected overrides and the reasons.

Changes and undo

• Every change is recorded with who made it, when, why (the optional reason) and how it reached the tenants.
• Undo the latest change to a value: a new change puts the value back as it was. Tenant versions that an override removed are not brought back.