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Introduction
Whether you're managing support tickets, project tasks, or data entries, the ability to create, share, and import lists with ease can significantly streamline your operations.
This guide explains how to generate shareable codes for your custom lists, distribute them to others, and import them into different workspaces—all with simple steps and practical tips.
Step-by-Step Process for Sharing and Importing Lists
1. Creating and Sharing a List
Build your list: First, design your list with all necessary fields, filters, and configurations. For example, a Ticket Support List might include columns like:
Ticket ID
Status
Priority
Assigned To
Creation Date
Generate a share code:
Locate the share button within your list interface (usually centered or prominently displayed).
Click Share to open sharing options.
Choose Generate Code.
Set the validity period (default is 30 days, but adjustable).
Click Generate to create a unique code.
Distribute the code:
Copy the generated code.
Share it via email, chat, or embed it in documentation.
Recipients can use this code to import the list into their workspace.
2. Importing a Shared List into a New Workspace
Access your workspace:
Navigate to your personal or team workspace where you want to import the list.
Open the Lists section.
Import using the share code:
Click the dropdown arrow next to the Create List button.
Select Create from Share Code.
Paste the shared code into the input box.
Decide whether to overwrite existing list:
Turn on to replace a list with the same name.
Leave off to create a new list with the same structure.
Finalize import:
Click Create.
The list will appear with all configurations, fields, and filters intact, identical to the original.
3. Additional Tips for Effective Sharing
Tip | Description |
|---|---|
Set expiration | Limit code validity to control access duration. |
Use descriptive names | Make shared lists easily identifiable. |
Communicate clearly | Provide instructions when sharing codes with others. |
Maintain version control | Keep track of list updates and regenerate codes if needed. |
Benefits and Best Practices
Sharing custom lists via share codes offers numerous advantages:
Efficiency: Instantly replicate complex lists across multiple workspaces without recreating from scratch.
Consistency: Ensure everyone works with the same data structure and filters.
Flexibility: Share with internal teams, clients, or external collaborators securely.
Control: Manage access duration and overwrite options to maintain data integrity.
Best practices include:
Regularly updating shared lists to reflect current workflows.
Using expiration dates to prevent outdated access.
Clearly communicating sharing instructions to recipients.
Keeping track of shared codes for audit and security purposes.
Final Thoughts
Mastering the art of sharing and importing lists with share codes empowers teams to collaborate more effectively. By leveraging this simple yet powerful feature, you can save time, reduce errors, and maintain consistency across your projects. Whether you're managing support tickets, project tasks, or data collections, this method ensures your workflows are smooth, synchronized, and scalable.
Remember, just like templates, these shareable lists can be reused and adapted, making your operations more agile and responsive to changing needs. Embrace this approach to elevate your productivity and foster seamless teamwork.