Configuring Magentrix Entity Picklists
Administrators can predefine a list of values into a picklist. Picklist fields allow users to select a value from the predefined list. Picklists values can also be used to generate charts. For more information regarding using picklists in charts, see About the Reports and Dashboard Module.
Before You Begin
Requirements
To create and configure picklist fields, users must have the following permissions:
- Administrator System Role
Understanding Picklist Types
Magentrix supports three types of picklist fields:
Picklist
Allows users to select a single value from a list you define. This is the most common picklist type for fields like Status, Priority, or Category where only one value should be selected.
Use Cases:
- Status fields (Open, In Progress, Closed)
- Priority levels (Low, Medium, High)
- Categories or types
- Stage names
Multi-Select Picklist
Allows users to select multiple values from a list you define. Users can select multiple options by holding Ctrl (Windows) or Command (Mac) while clicking.
Use Cases:
- Product categories (a product can belong to multiple categories)
- Skills or certifications
- Multiple selection options
- Tags or labels
Configuration Note: You can specify the number of visible lines in the multi-select picklist interface.
Global Picklist
Allows users to select a value from a pre-defined global list of values. Global picklists maintain consistency across multiple entities by providing a centralized list of values.
Use Cases:
- Industry classifications used across multiple entities
- Standardized status values
- Country or region lists
- Any values that should be consistent across entities
Advantage: When you update a global picklist, all fields using that global picklist are automatically updated with the new values.
Creating a Picklist Field
To create a picklist:
In the Setup Home page, click Create > Entities.
Click on the Entity for which you would create a picklist field.
Click New.
Select the appropriate field type from the following options:
- Global Picklist: Allows users to select a value from a predefined global list of values.
- Multi-Select Picklist: Allows users to select multiple values from a list you define.
- Picklist: Allows users to select a single value from a list you define.
Click Next Step.
Configure the fields based on the picklist type selected:
For Global Picklists:
- Label: Enter a label for the field
- Name: Automatically populated based on the Label
- Picklist Type: Select a pre-configured global picklist from the dropdown menu
- Description: Enter a description (optional)
- Inline Help: Enter help text (optional)
For Multi-Select Picklists:
- Label: Enter a label for the field
- Name: Automatically populated based on the Label
- Values: Enter the list values into the provided box, one value per line
- Visible Lines: Enter the number of visible lines to display in the multi-select interface
- Description: Enter a description (optional)
- Inline Help: Enter help text (optional)
For Picklists:
- Label: Enter a label for the field
- Name: Automatically populated based on the Label
- Values: Enter the list values into the provided box, one value per line
- Description: Enter a description (optional)
- Inline Help: Enter help text (optional)
In the Options pane, configure the following:
- Required: Check if saving a record will always require a field value
- Audited Field: Check if all changes to the field will be recorded
- Searchable: Check if you want the field to be searchable
Click Save.
In the following screen, configure the picklist field security by checking the Read and Edit boxes for security roles.
Click Save Changes.
The picklist field is now created and can be added to page layouts.
Configuring Picklist Values
After creating a picklist field, you can manage its values:
To Configure Picklist Values
In the Setup Home page, click Create > Entities.
Click the Entity in which the Picklist is located.
Click the Picklist field you want to configure.
If you want to edit the picklist field properties, click Edit. When you are done, click Save.
You may configure the following value settings:
Manage Picklist Values:
- Click Manage Picklist to access picklist value management
- Set the default value
- Edit value labels
- Edit value names (API names)
- Specify value colors for charts
- Delete values
- When you are done, click Save
Reorder Values:
- Click Reorder to change the order that values appear to users
- Drag and drop values to reorder them
- The order determines how values appear in the dropdown and on page layouts
- When you are done, click Save
Replace Values:
- Click Replace to migrate an old value to a new value
- Select the value to replace (old value)
- Select the replacement value (new value)
- This updates all existing records that have the old value to the new value
- When you are done, click Replace
Selecting Picklist Value Colors
Dashboard charts using data from a picklist field allow you to customize the colors for each picklist value. This feature enhances data visualization by providing visual distinction between different values.
Supported Chart Types
The chart types that support picklist value colors include:
- Pie Charts
- Funnel Charts
- Bar and Area Charts with only one graph
To Customize Picklist Value Colors
Go to the Setup Home page, click Create > Entities.
Search and click on the Entity your chart is based on.
Select the Fields tab.
Locate and click on the Picklist Field your chart is based on.
Under Picklist Values, click on the Downward Arrow button next to the Picklist Value you wish to select a color for.
In the Color field, enter a Color Code (e.g., #FF5733) or click on the Square to use the Color Picker.
Click Save.
Click on the Reports tab.
Search for and click on the Dashboard you wish to edit.
Locate the chart you wish to edit, on the top right of the component, click on the Downward Arrow button and then click Edit.
Select the Formatting tab.
Check the Use Picklist Colors checkbox.
Click Ok.
The chart will now display picklist values using the colors you specified, providing better visual distinction in your reports and dashboards.
Configuring Picklist Values per Record Type
When Record Types are configured for an entity, you can specify different available picklist values for each Record Type. This allows you to tailor the available options based on the type of record being created.
To Configure Record Type Picklist Values
In the Setup Home page, click Create > Entities.
Click the Entity that contains the picklist field.
Click the Record Types tab.
Click on the Record Type you want to configure.
On the Record Type detail page, scroll to the bottom to see Picklists Available for Editing.
Locate the picklist you want to configure and click the Dropdown beside the picklist name.
Select Edit.
In the picklist configuration screen:
- Available Values (left column): Values that are NOT available for this Record Type
- Selected Values (right column): Values that ARE available for this Record Type
- Move values between columns to control availability
- Select a default value for this Record Type (optional)
Click Save & Close.
Users creating or editing records of this Record Type will only see the picklist values you configured. This ensures that appropriate values are available based on the business process for each Record Type.
Dependent Picklists (Salesforce Only)
For Salesforce Objects imported into Magentrix, dependent picklists are supported. Dependent picklists allow the values in one picklist to be filtered based on the value selected in another picklist (the controlling field).
Important: Native Magentrix entities do not support dependent picklists. This feature is only available for Salesforce objects that have dependent picklists configured in Salesforce.
How Dependent Picklists Work
When a Salesforce object with dependent picklists is imported into Magentrix:
- The dependent picklist relationship is preserved
- When a user selects a value in the controlling picklist, the dependent picklist values are automatically filtered
- The dependent picklist configuration is managed in Salesforce and synchronized to Magentrix
To configure or modify dependent picklist relationships, you must do so in Salesforce and then refresh the entity schema in Magentrix.
Best Practices and Recommendations
- Keep picklist values concise: Short, clear values are easier for users to scan and select.
- Order values logically: Place the most common values at the top, or use alphabetical order for long lists.
- Use consistent naming: Maintain consistent naming conventions across similar picklists.
- Avoid too many values: If you have more than 100 values, consider if a Lookup field might be more appropriate.
- Set meaningful default values: Help users by setting sensible defaults when appropriate.
- Use Global Picklists for standardization: When the same values appear across multiple entities, use Global Picklists.
- Plan before replacing values: The Replace function updates all existing records permanently. Test in a sandbox first if available.
- Assign colors thoughtfully: Use color coding that makes sense (e.g., red for critical, green for success).
- Document picklist meanings: Add field descriptions explaining what each picklist represents.
- Use Record Type picklists strategically: Different Record Types can show different values to streamline data entry.
- Consider user permissions: Users need Edit permission on the field to change picklist values on records.
- Test Multi-Select Picklists: Ensure users understand how to select multiple values (Ctrl/Command + click).
Troubleshooting Tips
Issue: Cannot create picklist field on Salesforce entity.
Solution: Picklist fields can only be created on native Magentrix entities. For Salesforce entities, you must create the picklist field in Salesforce and then refresh the entity schema in Magentrix.
Issue: Picklist value changes not appearing on existing records.
Solution: If you edit a picklist value's label, it updates the display for all records. If you delete a value, existing records keep the old value but it won't appear in the dropdown for new selections.
Issue: Users cannot see certain picklist values.
Solution: Check if Record Types are configured. Different Record Types may show different picklist values. Ensure the user is creating/editing records with the correct Record Type.
Issue: Chart not showing picklist colors.
Solution: Verify that you've assigned colors to picklist values and checked the "Use Picklist Colors" checkbox in the chart formatting settings.
Issue: Cannot delete a picklist value.
Solution: You cannot delete a value that is currently in use on any records. Use the Replace function to migrate records to a different value, then delete the unused value.
Issue: Multi-Select Picklist values not saving.
Solution: Ensure users are holding Ctrl (Windows) or Command (Mac) while clicking multiple values. Clicking without the modifier key deselects previous selections.
Issue: Global Picklist not available in dropdown.
Solution: Global Picklists must be created first by system administrators before they can be used in Global Picklist fields. Check with your administrator to create the needed Global Picklist.
Issue: Dependent picklist not working for Salesforce object.
Solution: Verify that the dependent picklist is properly configured in Salesforce. Refresh the entity schema in Magentrix to ensure the latest configuration is synchronized.
Issue: Picklist values appear in wrong order.
Solution: Use the Reorder function to arrange values in the desired order. The order is preserved across all views and page layouts.
Issue: Record Type picklist configuration not saving.
Solution: Ensure you click "Save & Close" after making changes. Also verify that you have Administrator permissions to modify Record Type configurations.
See Also
Jump to Magentrix Entity Checklist
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