What is a Picklist?
Picklists offer a curated selection of options available for specific fields on an Elements object, such as a list of States/Provinces for an address. Users can only select option(s) from a list of predefined values rather than make an entry in the field, which cuts down on errors and helps keep data clean. Picklists simplify the data entry process through ease of use and provide standardized values to choose from. System Administrators can add or edit Picklists as needed.
There are two types of picklist fields in Elements:
Picklist- Users may select one option from a list.
Multi-Select Picklist- Users may select multiple options from a list.
In this example, we are editing a Contact Record. The Picklist field for Contact Type has predefined options to choose from in a picklist: Client, Prospect, Former Client, COI, Advisor, Partner, Vendor, Institution, Other, and Terminated Client. A checkmark highlights the option chosen.
Multi-Select Picklists allow you to select more than one option from the list of options. Here, you can see an example of a Contact, where a Multi-Select Picklist allows you to select several Hobbies for this Contact.
How to Use a Picklist
Using a picklist is easy and convenient. When editing a field on an object, such as a Contact, you will see a dropdown arrow to indicate the field has a picklist. Click the dropdown arrow to scroll through the preselected options and click to select one. Depending on the setup of the picklist, you may have the option to select multiple options. Save your changes and the selected value is then stored in the corresponding field on the record.
If the field is a Multi-Select Picklist you will see two boxes, one for the Available options and one for the Chosen options. Select the option you want to add and click the right arrow to add it to the Chosen box. To remove an option, select it and click the left arrow.
Create a New Picklist
As an administrator, you have the flexibility to create a picklist field and edit picklists by adding or deleting values as needed. Follow these instructions to create a custom picklist field on an object such as a Contact.
1. Click the gear icon and select Setup.
2. Select the Object Manager tab.
3. Use the Quick Find box to search for the object to edit, in this example, Contact.
4. Select Contact.
5. Select Fields & Relationships.
6. Click the New button.
7. Select Picklist and select Next.
8. Enter a Field Label. This is the name of the Field that will show to users.
9. Select Enter values, with each value separated by a new line.
10. Enter the options you would like available in the picklist, each on a separate line.
11. Select whether you would like the options displayed alphabetically or in the order they are entered.
12. You can also select whether you would like the first option to be a default answer.
13. Enter a Field Name for API usage. This can be the same as the Field Label.
14. Enter a Description of the picklist and any Help Text you would like users to see.
15. Select whether the field should be required. We recommend using this option sparingly.
16. Select Next.
17. Select which profiles you want to grant access to. You can select Visible or Read-Only per profile. Select Next.
18. Select the Page Layout you want to add the field to. The field will be added to the bottom of the Page Layout. If you want to change the location of the field on the page, you will need to customize the page layout. Click here for more info on editing Page Layouts.
Now you will see the picklist field added to the page layout you selected.
Create a Multi-Select Picklist
Creating a Multi-Select Picklist follows the same steps as a Picklist. However, you can select how many lines show in the option boxes without scrolling.
1. From Setup>Object Manager> search for the Object, in this example, Contact.
2. Select Fields & Relationships and click New.
3. Select Picklist (Multi-Select). Click Next.
4. Enter the Field Label. Select to Enter values, with each value separated by a new line.
5. Enter the values, each on a separate line.
6. Select the options for displaying values, selecting a default, and restricting values only to the values entered.
7. Select the number of visible lines that will display without scrolling.
8. Add a Description, any Help Text, and whether it should be a required field. Click Next.
9. Select which profiles should see or have read-only permissions.
10. Add the field to the Field Layouts.
11. Click Save.
