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Settings - Manage Global Picklists in Vtiger

Learn how to configure and manage Global Picklists.
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Bindu Rekha Babu
21 Dec, 2023 - Updated 5 months ago
Table of Contents

Introduction

Wouldn’t you love to have a common set of values to the picklist fields in different modules?
For example, a sales rep wants the values of the lead status to appear in the contact status field.
Adding the same values more than once in different areas is a pain. Save time by defining commonly used picklist values as Global Picklist and linking them to any module picklist. Global picklist type in Vtiger lets you use the same picklist values in any area.

Required Editions
This feature is available in Starter, Professional, and Enterprise editions.

Why do we need a Global Picklist?
It’s time-consuming to create the same picklist values in two or more modules manually. As the name says, Global picklist is a picklist type whose values can be used in all modules.

Getting Started

There are two picklist types in Module Layout and Field namely Local and Global. The local picklist is a normal picklist whose values are used for a specific module.

Create Global Picklist

Follow the below steps to create a global picklist.

  1. Log in to the CRM
  2. Go to the User menu on the top right corner of the screen.
  3. Go to Settings.
  4. Click on Global Picklist under Configuration.
  5. By default, the Country field is added as a Global Picklist.
  6. To add a new picklist, click on the Add Global Picklist button.
  7. Enter the picklist name and the values.
  8. Click Save.

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Follow the below steps to add values and link modules.

  1. Click the Edit icon of the desired Global Picklist.
  2. To add values, click on he Add Value button under the All values tab.
  3. To link modules, go to the Linked Picklists tab and click on the Link Module button.

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  1. In the pop-up window, select the module and the picklist field.
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  2. Click on Save button.

All the values of the linked picklists are included in the Global Picklist.
You can also add values from the List View of Global Picklist settings.

Country Field as a Global Picklist

A new field type in the Layout Editor called Country & State Picklists will allow you to add Country and State information. This is especially helpful for any custom modules you create. This field type will add two new global picklist values - Country and State, linked to the Country Global Picklist in the CRM.

This feature is available only for new sign-ups. With Global Picklist, you can change the country field to a global picklist that includes all 195 countries of the world.

View Countries and States

  1. To view a country global picklist, click on the edit icon. You can see all the countries as values.
  2. Click on the view states drop-down menu to view the states.
  3. Click on Add States to add a state value.
  4. Enter the state code and the state name.
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  5. Click the Tick Mark icon.

Global Picklist in Layout Editor

You can add a Global picklist or convert an existing local picklist into a Global picklist.
Click here to learn how to add a local picklist.

Follow the below steps to add a Global Picklist-

  1. Log in to the CRM.
  2. Click User Profile on the top right.
  3. Go to Settings.
  4. Click on Module Layouts and Fields under the Module Management tab.
  5. Click + Add Custom Field.
  6. Select Picklist as the field type.
  7. Enter the label name.
  8. Select the Picklist type as ‘Global’.
  9. Select an existing global picklist to link its values.
  10. Enter other details.
  11. Click Save.

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Follow the below steps to convert the existing local picklist:

  1. Log in to the CRM.
  2. Click User Profile on the top right.
  3. Go to Settings.
  4. Click on Module Layouts and Fields under the Module Management tab.
  5. Click on the Edit icon of a local picklist.
  6. Change picklist type to ‘Global’.
  7. Select an existing global picklist to link its values.
  8. Click on the Save button.

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You will receive an alert message to link the values of the local picklist to the Global Picklist. Click Yes to continue.

Role-based picklists

  1. Create two role-based local picklists in different modules.
  2. Convert role-based picklists to a Global Picklist.
  3. Open any of the above two picklists in Picklist Values Settings.
  4. Click on the values assigned to the Roles tab.
  5. On removing a value, you receive a message that alerts you to apply the same for other linked modules.

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Notes

  • You can not disable a Global Picklist if there is a module linked to it.
  • Deleting a Global Picklist changes the linked picklists to independent picklists.


Limitations

  1. You can create a maximum of 100 global picklists.
  2. You can link 1000 picklist values to a global picklist.
  3. Adding values to the country picklist is restricted.
  4. You can not add values to a global picklist from layout editor.
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