Many of the picklists (dropdown list values) in RightsZone are configurable and easy to update and change to suit your changing requirements.
There are a few picklists that we would rather you didn't change, because if you modify them you are in danger of impacting things that happen 'behind the scenes' and if we have to try and fix it after the event, you would incur development charges, so please check with us before you modify any picklists. The main ones to avoid are Status, Deal Type and any picklists to do with Payments, Statements and Invoices, even if they are fields that appear on other objects.
Formats, Languages and Territory fields are not picklist and updating them requires a different process - please contact us if you need to edit values for these and we can explain the process.
Only Admin users can update Picklists, here is the process:
- Click on the Set Up Cog in the top right hand corner of the screen.
- Click on the Object Manager Tab
- In the Quick Find search box type the name of the Object that contains the Picklist you want to amend
4. Select 'Fields & Relationships' from the left hand pane and then use the Quick Find search box to find the field the picklist you want to amend.
5. Scroll down to the end of the page until you see the section headed 'Values'. You will see a list of the currently available Picklist Values.
6. You then have various options to choose from:
NEW
This lets you add a new value to the Picklist - simply type the value or values (if adding more than one put each new value on a new line) into the Text Box provided. Then click on the Record Types that you want the value to appear in, or use the select all box at the top if you want the value to appear in all Record Types associated with that object. Press Save when you have completed your list.
REORDER
To change the order in which picklist values appear, or to select a defualt value select Reorder. Select a value and then use the buttons on the right hand side to change the location of that value within the list. You can check the box at the bottom to put the list into alpha order. Any new values added will automatically be added to the bottom of the list unless you change the order. Use the Default value field to set a default value that will populate the field automatically when the record is created (this can be edited). When you have finished ordering click Save.
REPLACE
Replace is a useful function to use if you want to give all the records with a particular value a different value. Perhaps you originally had a value of 'Parenting' but you have added a new value of 'Parenting & Family' and would prefer every record which currently has 'Parenting' as a value to be updated to 'Parenting & Family'. Copy and paste the existing value into the 'Exact Value Changing From' field and then select the new value in the 'Select Value Changing To' field, then click Replace to complete the action. There is a checkbox you can tick if you want all records which are currently blank to have this new value.
DEACTIVATE
Next to each value in the Values section there are options to Edit, Delete or Deactivate. The only one of these you should need to use is Deactivate.
Clicking on the Value will cause a pop-up to appear to check you are sure you wish to Deactivate, click OK to complete the action. If you scroll down you will see that the value has appeared on a list of Inactive Values. You can add the value back into the list by clicking on Activate. Deactivating a value allows records that already have that value to retain them, whilst not appearing on the Picklist when you populate the field in future.
We would suggest always using deactivate rather than delete, just in case you want to reactivate something at a later date and also to ensure you don't inadvertently delete a value that you hadn't realised was in use for some records in the system.
A few things to bear in mind when editing picklists
- Do the proposed additions or amendments work for all your users?
- Does the wording of the value you are adding make sense in all the contexts in which it will be used e.g. contracts, email templates, reports?
- Are you adding a value that makes sense in the context of the field? Don’t be tempted to add a value that is not directly relevant simply to capture additional information. If you need a new field please log a support ticket instead