PatronManager Help

How to Add, Edit, and Retire Picklist (Drop-Down Menu) Values

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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:

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

Event Category
  • 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
Salutation
  • 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
  • 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.

Payment Method / Payment Type
  • 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
Order Source
  • 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
Fund
  • 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.

Start here

1. Click on the gear in the upper-right corner, and go to Setup

1. Click on "Setup" next to your name in the upper-right corner of the screen.

2. Click on the Object Manager tab

2. Find the "Build" section on the left side of the screen and click "Customize"

3. Search for the object that includes the picklist you're adding an item to and click on the object link

3. Click on the object that includes the picklist that you're adding an item to (remember that Salesforce calls donations "Opportunities")

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"

4. Click "Fields"

5. Search the name of the picklist you'd like to edit, and click on the picklist

5. Scroll down to the picklist you want to add a value to, and click on its name

6. Scroll down to the "Values" section and click "New"

6. Scroll down to the "Picklist Values" section and press "New"

7. Fill in the following information:

7. Type in the new value (1), check the boxes next to the types or records where you'd like it to show up (2), and press "Save" (3)
  1. Type the new value in the text box.
  2. 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!
  3. 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"

8. Go back to the "Picklist Values" section and press "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"

9. Highlight the value you want to move and press 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, press "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."

Let's get started

1. Click on the gear in the upper-right corner, and go to Setup

1. Click on "Setup" next to your name in the upper-right corner of the screen.

2. Click on the Object Manager tab

2. Find the "Build" section on the left side of the screen and click "Customize"
3. Click on the object that includes the picklist that you're adding an item to (remember that Salesforce calls donations "Opportunities")

4. Click on "Fields & Relationships"

4. Click "Fields"

5. Search the name of the picklist you'd like to edit, and click on the picklist

5. Scroll down to the picklist you want to add a value to, and click on its name
Scroll down to the "Picklist 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"

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.

Let's go deactivate a value for all Record Types

We want to deactivate the "Office Administration" value for all of our Contact Record Types.

Office Administration in Volunteer Interests

1. Go to Setup

Go to Setup

2. Go to Object Manager

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.

Find and select your Object

4. Go to Fields & Relationships

Click 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.

Find your field

6. In the Values list, click Deactivate next to the value you want to retire

In this example, we'll deactivate "Office Administration."

Deactivate your value

When you're done, the picklist values you just retired will no longer appear in the Volunteer Interests picklist for any Record Type

The value is gone!
Let's go deactivate a couple values for a specific Record Type
Scenario: The PatronMail Categories field on the Contact object has some obsolete values that we want to remove.

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

1. Click on "Setup" next to your name in the upper-right corner of the screen.

2. Click on the Object Manager tab

2. Find the "Build" section on the left side of the screen and click "Customize"

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.

2. Search for "Record Type" in the Quick Find box

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.

3. 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

4. Select the values you want to retire from the "Selected Values" list
  1. Click or "Ctrl+Click" on the values you want to deactivate from your picklist
  2. 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"

5. 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

6. Return 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.

When you're done, the picklist values we just retired will no longer appear when editting the PatronMail Categories field.

Frequently Asked Questions (FAQs)

Why isn't this value showing up in the picklist?

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!

Can I set a default picklist value for only one record type?

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!

Show me how!
1. Go to Setup
Go to Setup
2. In Object Manager, find and select the object you want to edit
Find and select your Object in Object Manager

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 Record Types, pick the Record Type you're editing

In this example, we're using Grant Payment.

4. Click Edit next to the picklist you want to edit
Click 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
Select your Default value

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
Save
This will set the default picklist value the next time you create that type of record
Success
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