Editing Picklist Values

Need help editing picklist values? You're in the right place! To edit the values in a picklist, simply navigate to any record that contains a picklist and follow the instructions below.

In this example, we will be editing the values for the Contact Type picklist located on default Contact records.

  • From any Contact, click the gear icon and then click Edit Object.
  • On the left side of the screen, click Fields & Relationships.
  • Next scroll down and click Contact Type

Voilà! From here you can edit, delete, reorder and add new picklist values.


Creating New Values

When creating a new picklist value, in this example, we will add a new Picklist value titled "Call In" to the 'Lead Source' field on the Contact object. Locate the field and click the field name (not the action 'Edit').  The picklist values are at the bottom of the page. You can create a new value by clicking New.

Attention: Add the new value and make sure you mark the record type checkboxes to add the value to that page layout.  Any checkbox left unmarked will not contain the new value. Here we have chosen to add the value 'Call In'.

Now save the new value.

Multiple values at one time - Each value needs to be on its own line. Copying and pasting from a spreadsheet or list works to add in those values.



How to Fix Missing Values

Forget to add a picklist value to a record type? See below for instructions on how to resolve this minor issue.


Option 1 - Update Record Types

  • Using the Object Manager, navigate to the object that you created the new picklist value on. (Continuing our example from above that would be the Contact object.)
  • Click Record Types on the left side of the screen.
  • Next, select the record type that you would like to add the picklist value to.
  • On the following screen click Edit next to the picklist that contains the newly created value.
  • Select the picklist value that you would like to add and click the top arrow.
  • Click Save.

Done! You should now see the picklist value on the record page.


Option 2 - Recreate, Delete and Replace

Optionally you can simply delete the value and replace all records with a new one (one with the proper record types.) First, start by creating a new picklist value with the correct record types selected. Once completed, click the Del button next to the old value.

Next, you will be prompted to select which value should replace the deleted one. On this screen, select the value you created in the previous step.

Done! All records will be updated using the newest value.


Global Picklist Values

If you want to work with Global Picklist Values, take the following into consideration:

  • Property and listing picklists need to inherit from the same global picklist and support same values.
  • The global picklist needs to be assigned to all affected record types.
  • The user profile does need to have permissions on all the picklist field.
  • Requires fewer than 1,000 total active and inactive values.

In Propertybase you have the functionality to add, remove and edit picklists.

 

Step 1: Find Field

The first step is to find the field you want to edit as the location of the field will differ if it is on a Salesforce Standard object or a Propertybase custom object. You can also use the Force.com Quick Access Menu to View Fields. Jump to Step 2 if you use this.

quick-access-menu.png

Standard Object (Contact / Account)

If you want to edit a field that is on a standard object, go to Setup  > Build > Customize > Contacts / Accounts > Fields.  Select the object you want to edit. 

Find the field with the picklist values to be edited.  Click the field name to access the properties of the field and edit the picklist values.  

Custom Object (Request / Enquiry / Listing / Property / Offer)

To edit a custom object such as  Request, Listing, Property or Offer, you must go to Setup  > search 'Objects' in the quick find box > under Create, click Objects.

Select the object which has the field you want to edit.

Find the field you want to edit the picklist values and click on the name of the field to access the properties of the field. 

Step 2: Edit Picklist Values

In this example, we will add a new Picklist value titled "Call In" to the 'Lead Source' field on the Contact object. 

Locate the field and click the field name (not the action 'Edit').  The picklist values are at the bottom of the page. 

You can create a new value by clicking New.

Attention: Add the new value and make sure you mark the record type checkboxes to add the value to that page layout.  Any checkbox left unmarked will not contain the new value. Here we have chosen to add the value 'Call In'.

Now save the new value.

 

The value does not appear on the record.

When adding the picklist value you forgot to make it visible to the record type of the record you are viewing.

There are 2 possible ways to resolve this :

Method 1

Step 1 - Go to the force.com pull out menu from the offending record and select the View Record Type. This will enable you to fix the picklist values visibility for the record type you are viewing.

or

Go to the record types for the object and add the picklist value to each record type.

 In our example, let us assume we forgot to add the "Call In" to the record type on the Lead Source field on the Contacts object. Go to Setup | Customize | Contacts | Record Type 

Once in the Object settings, scroll down to the  Record Type section. You will need to go into each available record type and make sure that the values of the picklist are available. To continue this example in the Contact object select: Individual Client

Step 2 - On the next screen, you will see the Picklists Available for Editing section. Since we edited the 'Lead Source' field, we need to edit this picklist.

After selecting Edit, you will see a list of the available values to add to the picklist.

Select "Call In" and move it from the Available Values list to the Selected Values list by clicking the Add button.

Save and your picklist is updated.

Method 2 - You can delete the value and recreate or replace it making sure you selected the Record Types. This is easy if you only have one value if you have multiple use the other methods.

Example if I want to delete the Buyers value and replace it with Buyer. Hit the Del link and the next page it will give you the option to replace it with other values in your list.

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Object_Manager__Contact___Salesforce.jpg

 

Global Picklist Values

If you want to work with Global Picklist Values, take this into consideration:

  • Property and listing picklists need to inherit from the same global picklist and support same values
  • The global picklist needs to be assigned to all affected record types
  • The User profile does need to have permissions on all the picklist field
  • Requires fewer than 1,000 total active and inactive values.
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