There are two basic steps, both of which require Admin rights. The first step renames the UDF; the second creates and makes available to others the data validation list for that renamed UDF. 1) Rename a UDF. After logging in as a user with admin rights and choosing any Get Data context (no check out needed), open the Admin > Administer Lists module, and then select the Field Descriptions tab. Find an unused User Defined Field (e.g., Field32) in the Project Data field list. Enter the new name for the Field in the white Title cell for that item. Close the Admin module and click OK when prompted to save changes to the database.
2) Create the List. Reenter the Administer Lists module. Within the PDW Lists tab, scroll to the right and find the List Lookups table. Right click on any cell and select Edit Lookup List. For Sheet Type, select Project from the drop down menu. For Destination Field, choose the Field Name you created for the UDF. Enter the first list value into the New Value box and click Add. You will see the new list item added to the Value List box below. Continue entering list values until all list values have been entered, then click Close. Respond to the “Save List Changes?” prompt by clicking Yes. Close the Admin module and click OK when prompted to save changes to the database. At this point, the UDF and its values will be available to all users.
When users subsequently Get Data, this column is locked preventing direct edit/entry. Right click a cell or a selection of cells in the column to select a value from the defined list.