Kraaft makes your life easier: build a list once, then reuse it across all your reports 🎉 No more double entry and info scattered across three different places!
A reference list isn't just a simple choice list: each entry can have several properties (phone number, job, license, price...) 💡
A few concrete examples:
🏗️ A list of suppliers with their contact details and prices
🔧 A list of equipment with its references
💰 A price grid: you pick an equipment type, the price and specs fill in automatically
👷 A list of team members (name, phone, job, license) reusable across several reports, like a sign-in sheet
📜 A list of certifications with their supporting documents (PDF, photos, dates)
🏘️ A list of towns with their contact person and specific info
🚛 An internal technical database: installed equipment types, vehicles (auto-fetching the driver and plate), job numbers
You build your list once, fill it in, and drop it into as many reports as you want ✅ Update it once, and it updates everywhere it's used!
🛠️ Create your reference list
In the left menu, click Reports
Go to the Reference lists tab
Click New list 🆕
Name it and confirm ✅
Your reference list is created — now let's set it up 👇
⚙️ Set up and fill in your reference list
📋 To set up your list's fields
Click on your reference list
Go to the List tab
Add the fields you want to appear for each entry #️⃣
You'll be able to choose most of the same fields as in a report template!
You'll be able to choose most of the same fields as in a report template!
🔤 Short text
📝 Long text
🔢 Number
💶 Currency
🔽 Single choice
☑️ Multiple choice
📅 Date
👤 Users
✅ Checkbox
📍 Location
📎 Files and media
✏️ To fill in the list
Go to the Entries tab
Click Add an entry at the bottom left of the page
Fill in the information just like in a regular table, for example for a list of team members: name, phone number, job, and driving license ✅
⚙️ Good to know
📌 You can also paste several rows straight from your spreadsheet: click the first cell of the entry, then paste your Excel table 📊 If you paste more rows than there are entries, Kraaft automatically creates the missing ones!
⚠️ One rule to remember: pasting overwrites data already entered in the cells you paste into 👀 If your list already has entries and you just want to add new ones, click Add an entry first, then paste your data starting from that new empty row — nothing gets overwritten ✅
↕️ Your list keeps growing? Use the sort options (ascending or descending) to keep it organized!
🧐 Good to know about reference lists
Reference lists and linked data aren't usable in automations yet 👀
An updated reference list is automatically reflected everywhere it's used ✅
There's no display condition yet at the list structure level: you can't condition a field's appearance while building your list 🧱
👀 What does it look like in a report?
Once connected to a report template, your reference list shows up as a quick-pick selector, with the option to automatically display linked data 🔍
Head to 🔗 Use a reference list in a report to learn all about this step!
💬 Need help?
If you have any questions, Contact us!