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Manage Global Picklists

B
Bindu Rekha Babu
16 Sep, 2020 - Updated 6 months ago

Introduction 

Global picklist type in Vtiger lets you use the same picklist values in any area. Learn how to configure and manage Global Picklists. 
 

Wouldn’t you love to have the 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 link them to any module picklist.

Required Editions

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

Why do we need 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. Click on the User Menu on the top right corner of the screen.
  2. Go to Settings.
  3. Click on Global Picklist under Configuration.
  4. By default, the Country field is added as a Global Picklist.
  5. To add new picklist click on Add Global Picklist button.
  6. Enter the picklist name and the values.
  7. Click on Save button.
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    image not foundwAAACH5BAEKAAAALAAAAAABAAEAAAICRAEAOw==

Follow the below steps to add values and link modules.

  1. Click on the wAAACH5BAEKAAAALAAAAAABAAEAAAICRAEAOw== of the desired Global Picklist.
  2. To add values, click on Add Value button under All values tab.
  3. To link modules, go to Linked Picklists tab and click on Link Module button.
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  4. In the pop-up window, select the module and the picklist field.
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  5. Click on Save button.

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

Country Field as a Global Picklist

This feature is available only for new sign-ups.
The country field was a text field and an independent field. With Global Picklist, the country changed to a global picklist that includes all the 195 countries of the world.

View Countries and states

  1. To view country global picklist, click on the edit icon. You can see all the countries as values.
  2. Click on view states drop-down menu to view the states.
  3. Click on Add States to add a state value.
  4. Enter state code and the state name.
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  5. Click on the wAAACH5BAEKAAAALAAAAAABAAEAAAICRAEAOw== icon.

Global Picklist in Layout Editor

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

Follow the below steps to add a Global Picklist-

  1. Click on the User Menu on the top right corner of the screen.
  2. Go to Settings.
  3. Click on Module Layouts and Fields under the Module Management tab.
  4. Click on wAAACH5BAEKAAAALAAAAAABAAEAAAICRAEAOw== button.
  5. Select Picklist as the field type.
  6. Enter the label name.
  7. Select picklist type as ‘Global’.
  8. Select an existing global picklist to link its values.
  9. Enter other details and click on Save button.
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Follow the below steps to convert the existing local picklist-

  1. Click on the User Menu on the top right corner of the screen.
  2. Go to Settings.
  3. Click on Module Layouts and Fields under the Module Management tab.
  4. Click on the wAAACH5BAEKAAAALAAAAAABAAEAAAICRAEAOw== icon of a local picklist.
  5. Change picklist type to ‘Global’.
  6. Select an existing global picklist to link its values.
  7. Click on Save button.
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You receive an alert message to link the values of the local picklist to 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 Global Picklist.
  3. Open any of the above two picklists in Picklist Values Settings.
  4. Click on values assigned to 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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