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How to Add, Edit, and Retire Picklist (Drop-Down Menu) Values: https://help.pm.leapevent.tech/a/907340
Picklists are a great way to keep track of information with set, pre-defined values. Good examples include the Fund field on your Donations ("Annual Fund", "Capital", etc.), and the Salutation field on your Contacts ("Mr.", "Mrs.", "Mx.", etc.).
But what do you do when you need to add options to those picklists or edit those options? What about if you need to retire a picklist option? This article will walk you through the following:
- How to Add a Picklist Value
- How to Edit a Picklist Value
- How to Retire or Deactivate a Picklist Value
At the end, we have some Frequently Asked Questions (FAQs).
To help set you up for success, we’ve put guidelines together to help you avoid interfering with PatronManager functionality, corrupting your data, and to prevent negative impacts to your customizations due to PatronManager product upgrades.
This is a Picklist
Picklists let users select a single value from a defined list. In this example, we see the Fund picklist field and its values on a Donation record.
Here are some important picklists that you might update
- Used on: Public Ticketing Site filters, in PatronManager Box Office, on CRM Snapshots
- Why you might edit this: You started selling merchandise on your PTS and want to make it filterable
- Object: Ticket Order
- Used on: Donation Forms, Signup Forms, Contacts, PTS, and Accounts
- Why you might edit this: You want to add gender-neutral salutations or more inclusive options
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Object: Depends on what you'd like to edit this for
- Donation Forms, Signup Forms, Contacts: Contact object
- PTS: Ticket Order object
- Accounts: Account object
Alternatively, the Salutation field can be removed and replaced with Personal Pronouns.
Currently, Salesforce only allows you to edit Salutation options in Salesforce Classic. We have instructions on switching between Lightning and Classic available.
- Used on: When selling tickets in PatronManager Box Office or entering back office Donations, or when performing refunds
- Why you might edit this: You want to set up a third-party refund method, e.g. "Volunteer ticket voucher" or "Stock"
- Object: Ticket Order or Donation
- Used on: Your Public Ticketing Site during checkout and the PatronManager Box Office
- Why you might edit this: You want to add other ways patrons heard about your organization to track the results of your marketing outreach
- Object: Ticket Order
- Used on: Donation records, CRM Snapshots
- Why you might edit this: You'd like to track how Donation revenue will be used, and need to add or update the options for staff members to select
- Object: Donation
Let's go find out how to make changes to our picklist!
How to Add a Picklist Value
In this scenario, we need to add a new option, the Human Fund, to our Fund picklist field on the Donation. Let's find out how to do that.
1. Click on the gear in the upper-right corner, and go to Setup
2. Click on the Object Manager tab
3. Search for the object that includes the picklist you're adding an item to and click on the object link
We're looking at the Donation object in this example, but you might be looking for a different object like the Ticket Order, Contact, or Ticketable Event.
4. Click on "Fields & Relationships"
5. Search the name of the picklist you'd like to edit, and click on the picklist
6. Scroll down to the "Values" section and click "New"
7. Fill in the following information:
- Type the new value in the text box.
- Check the boxes next to record types you'd like it to be visible. Be sure to check at least one of these boxes or the value won't show up anywhere!
- Save.
If you don't care about the order in which the values appear, you're all done. If you want to reorder the values, read on.
8. Go back to the "Picklist Values" section and click "Reorder"
9. Highlight the value you want to move and click the arrow buttons to move it up or down. You can also use the "default value" picklist if you'd like to set a default. When you've finished, click "Save"
Item not showing up in the list?
How to Edit a Picklist Value
Sometimes, you may need to edit an existing picklist value. Let's find out how to change the "Capital" picklist value to "Capital Fund."
1. Click on the gear in the upper-right corner, and go to Setup
2. Click on the Object Manager tab
3. Search for the object that includes the picklist you're adding an item to and click on the object link
4. Click on "Fields & Relationships"
5. Search the name of the picklist you'd like to edit, and click on the picklist
6. Scroll down to the "Values" section and click the "Edit" link next to the value you want to edit
7. Make the edits to the value and press "Save"
Are your edits not showing up the way you want?
How to Retire or Deactivate a Picklist Value
When you no longer need a particular picklist value but you don't want to remove it from your historical data (i.e.; delete it), you can retire/deactivate the value. Which steps you'll take depends on whether you want to deactivate the value for all Record Types, or only for a few.
These steps are true with regular Picklists as well as Multi-select Picklists.
This process removes the values from the options you can choose when editing or entering a record within PatronManager, but you can still import those values to that field using DemandTools.
In this scenario, the Volunteer Interests field on the Contact object has some obsolete values that we want to remove.
We want to deactivate the "Office Administration" value for all of our Contact Record Types.
1. Go to Setup
2. Go to Object Manager
3. Search the object in the Quick Find box and click on the object's name
In this example, we want to access the Contact object, so we've searched "contact" to find the Contact.
4. Go to Fields & Relationships
5. Find and select the picklist field you want to edit
In this example, we want to change the Volunteer Interests field, so we've searched "volunteer" to find the field.
6. In the Values list, click Deactivate next to the value you want to retire
In this example, we'll deactivate "Office Administration."
When you're done, the picklist values you just retired will no longer appear in the Volunteer Interests picklist for any Record Type
We want to retire the "A Day of Service" and "Ticketing" values for the Patron Contact Record Type.
1. Click on the gear in the upper-right corner, and go to Setup
2. Click on the Object Manager tab
3. Search the object in the Quick Find box and click on the object's name
In this example, we want to access the Contact object, so we've searched "contact" to find the Contact.
4. Go to the Record Types tab and click on the Record Type you'd like to work with
Click on the name of the Record Type you want to work with. You might need to do this multiple times if you want to make the change globally on all Record Types. If that's the case, you'll return to this page later and select each of the other Record Types. For this example, we'll click on the "Patron Contact" Record Type.
5. Click the Edit link next to the field you want to modify
In this example, we'll deactivate values on the Volunteer Categories picklist.
6. Select the values you want to retire from the "Selected Values" list
- Click or "Ctrl+Click" on the values you want to deactivate from your picklist
- Click the Remove arrow to move the values from the "Selected Values" side to the "Available Values" side
7. When you're done moving values, click "Save"
After you click "Save," you'll arrive at the Record Type's page in setup.
8. Find and click on the Record Types tab on the left hand column to go back to the Record Type list if you need to repeat this process for other Record Types
When you're done, the picklist values you just retired will no longer appear in the Volunteer Interests picklist for the Record Types you edited
Note: Deactivated picklist values will still appear for records that already had these values selected.
Frequently Asked Questions (FAQs)
If you added a value to a picklist and it isn't showing up, the value may not be available on some or all record types.
You can fix this by making the picklist value a Selected Value for your record types!
Sometimes, you may want to set a default value, but only for a specific record type. For example, maybe you'd like the default Payment Type set to "Check" for Donations with the Grant Payment record type, because you receive all your Grant Payments as checks.
You can make this happen with a few steps!
1. Go to Setup
2. In Object Manager, find and select the object you want to edit
In this example, we're going to Donation, which is where the Payment Type picklist we want to edit lives.
3. In Record Types, select the Record Type you want to adjust
In this example, we're using Grant Payment.
4. Click Edit next to the picklist you want to edit
In this example, that's the Payment Type picklist.
5. Select the value you want to set as the default from the Default picklist
Don't see the value you want to set in the Default picklist? Make sure it's in the Selected Values column first!
6. Save your changes
This will set the default picklist value the next time you create that type of record
