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Setting Up a Data Entry Field as a Standard Picklist

A Standard Picklist is a list of acceptable choices for a data entry grid field. A user selects one of these choices when entering data into the field. This feature improves data consistency and accuracy by allowing users to select from a list of predefined choices instead entering data manually.

For example, setting up a picklist with valid repair codes or status conditions allows users to choose from a list of valid items instead of typing information to describe the repair status or condition of a facility test station or pipeline.

A Standard Picklist contains a list of valid items for selection, a description of each item, and a value assigned to each item that determines the sorting order of items in the list.

To set up a data entry field as a Standard Picklist, follow these steps:

1. Click Tools > Field and UDF Customizations to open the Field and UDF Customizations window (Field and UDF Customizations).

2. If you want to select a grid layout theme, follow these steps:

   1. Click Customize to open the Column Selections dialog box (Column Selections).

   2. Click the down arrow in Select a Layout Theme and select a theme in the selection list.

   3. Click Save to close the dialog box and return to the Field and UDF Customizations window.

3. Select an item in the Properties panel that includes the data entry field you want to set up as a Standard Picklist.

   For example, double-click Facility Surveys > Common to All Facilities > Maintenance to display a grid with fields and property settings related to all Maintenance data entry grids (Field and UDF Customizations).

   Clicking the Properties bar collapses the Properties panel allowing you to view more of the grid. Clicking the bar again expands the panel.

4. Using the horizontal scroll bar near the bottom of the grid, display the grid column labeled Grids–Picklist Definition. Then select the data entry field you want to set up as a Standard Picklist. For example, select Repair Priority as shown in the following example.

   

   Field and UDF Customizations

5. Convert the selected data entry field to a Standard Picklist field. Click the edit icon in the Grids-Picklist Definition field for the data entry field selected earlier, such as Repair Priority (Field and UDF Customizations).

   When a data entry grid includes existing data for the data entry field you convert to a Standard Picklist, PCS displays a message to notify you of the number of affected records. You can either click Yes in the message to continue converting the field to a Standard Picklist or No to cancel the operation. Selecting Yes allows PCS to use existing data as valid items for selection in the Standard Picklist. Using the merge button allows you to edit these selection items as needed (Field and UDF Customizations).

   If you decide later you want to convert the Standard Picklist to a normal data entry field, click the revert button and then click Yes when a confirmation message displays. PCS then re-populates affected fields in the data entry grids with unaltered data that was available prior to the field conversion.

   

   Field and UDF Customizations

6. Click the edit icon again for the data entry field converted earlier to a Standard Picklist to open the Edit Picklist Field dialog box (Edit Picklist Field).

   

   Edit Picklist Field

7. Choose an option for displaying the UDF in data entry grids. Click the down arrow in the field Cell Style and select one of the following options in the selection list:

   • Show Value: Displays the assigned value of the selected item in the Standard Picklist.

   • Show Description: Displays the description of the selected item in the Standard Picklist.

   • Show Value And Description: Displays the assigned value and description of the selected item in the Standard Picklist.

   • Show Description And Value: Displays the description and assigned value of the selected item in the Standard Picklist.

8. Choose an option for displaying items in the Standard Picklist. Click the down arrow in the field Dropdown Style and select one of the following options in the selection list:

   • Show Value: Displays only the assigned value of items in the Standard Picklist.

   • Show Description: Displays only the description of items in the Standard Picklist.

   • Show Value And Description: Displays the assigned value and description of items in the Standard Picklist.

   • Show Description And Value: Displays the description and assigned value of items in the Standard Picklist.

9. Select an option for sorting items in the Standard Picklist. Click the down arrow in the field Validation Order and select one of the following options in the selection list:

   • Value: Sorts items numerically based on values assigned to items in the Standard Picklist.

   • Description: Sorts items alphanumerically based on the description of items in the Standard Picklist.

   • Defined: Sorts items based on the order of items listed in the Edit Picklist Field dialog box.

10. To add items for selection in the Standard Picklist, follow these steps:

    1. Click the message Click here to add new row to add an empty row of fields for data entry (Edit Picklist Field).

    2. Type a value in the Value field to associate a code number with the picklist item. Then type a description for the picklist item in the adjacent Description field.

    3. To add additional rows of data, press Enter and type a value in the Value field and then press the Tab key on the computer keyboard to advance the cursor to the Description field. Type a description for the picklist item.

    4. Click Save to close the dialog box and return to the Field and UDF Customizations window.

       The UDF is now available for adding in a data entry grid. If needed, see Working with Themes and Filter Groups for information about how to add fields in a data entry grid.

       For information about how to edit a picklist refer to Editing a Picklist (Standard or Dynamic).