Set 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.

Complete the following steps to set up a data entry field as a Standard Picklist:

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

   

   Field and UDF Customization Window

2. If you want to select a grid layout theme, click Customize to open the Column Selections window, select a theme from the Select a Layout Theme field, and click Save.

   

   Column Selections Window

3. Select a table in the Properties pane that includes the data entry grid to which you want to add a UDF.

   Click the Properties header bar to collapse the Properties pane to expand the view of the grid. Click the bar again to expand the Properties pane.

   

   Field and UDF Customizations

4. Use the horizontal scroll bar near the bottom of the grid to display the Grids – Picklist Definition grid column.

   

   Field and UDF Customizations - Grids - Picklist Definition

5. Select the data entry field you want to set up as a Standard Picklist.

   

   Convert To Picklist

6. Click the edit icon in the Grids - Picklist Definition cell for the selected data entry field.

   When a data entry grid includes existing data for the data entry field you want to 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.

   

   Merge a Picklist

   If you decide later you want to convert the Standard Picklist to a normal data entry field, click the revert icon 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.

7. Use the merge icon merge picklist items as needed. In the Merge Picklist Items window, move items from the left pane to merge them with items in the right pane and click Save when finished.

   

   Merge Picklist Items Window

8. Edit picklist items in the Edit Picklist Field window.

   

   Edit Picklist Field

   Refer to Add a Standard Picklist User Defined Field for descriptions of the different options and how to add list items.

9. Click Saveto save changes and close the Edit Picklist Field window.

The UDF is now available for adding in a data entry grid. If needed, refer to 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 Edit a Standard or Dynamic Picklist.