You can create custom fields/user defined fields (UDFs) with drop-down choices so users can select from a predefined list of answers. The drop-down lists and choices are created in the Custom Field Validation Tables screen and then assigned to the custom field/user defined field. You can configure your drop-down list to allow for only one answer or multiples answers (multi-select).
If you want to configure your user-defined fields so that a response to a user defined field controls if another user defined field displays with additional choices, see Dependent Custom Fields/User Defined Fields (UDFs).
Configure the Drop-Down List
- Click the Custom Field Validation Tables link from the Main Menu. The Custom Field Validation Table List screen opens.
- Click the Add button. The Add Custom Field Validation Table List screen opens.
- Enter the necessary information:
- Description - Name of the drop-down list.
- Control Type - Select Drop-Down to create a drop-down list.
- Length - Number of characters for the longest option in the drop-down.
- Select the Validation Entries tab.
- Click the Add button. The Add Validation Entry screen opens.
- Enter the necessary information for the drop-down choice:
- Description - Name of the drop-down option the user sees in the drop-down list.
- Display Line - Order the drop-down option displays in the drop-down list.
- Code - Unique alphanumeric code.
- Default - If checked, the drop-down option is selected by default for the drop-down field.
- Click OK to save and close the screen or click Save and Add New to add additional drop-down choices.
Assign the Drop-Down List to the Custom Field/User Defined Field (UDF)
If the custom field/user defined field set does not already exist, see Configure Custom Fields/User Defined Fields (UDFs). The below steps assume the field set already exists.
- On the Custom Fields tab of the Edit Opportunity Type screen, select the user defined field which needs the validation list assigned.
- Right-click and select Edit. The Edit Custom Field screen opens.
- Select the validation table created in the Configure the Drop-Down List section from the Validation Table List drop-down.
- Click OK.
Configure a Multi-Select Drop-Down List
When you assign the drop-down list to the custom field/user defined field (UDF), you can set it to allow users to select more than one response.
- On the Custom Fields tab of the Edit Opportunity Type screen, select the user defined field which needs the validation list assigned.
- Right-click and select Edit. The Edit Custom Field screen opens.
- Select the validation table created in the Configure the Drop-Down List section from the Validation Table List drop-down.
- Expand the Advanced section.
- Check the Allow Multiple Values check box.
- Click OK.
Retire a Drop-Down Choice
If you no longer want a drop-down choice available, you can retire it.
- Click the Custom Field Validation Tables link from the Main Menu. The Custom Field Validation Table List screen opens.
- Select the validation list that contains the choice you want to retire.
- Right-click and select Edit. The Edit Custom Field Validation Table List screen opens.
- Select the Validation Entries tab.
- Select the choice you want to retire.
- Right-click and select Edit. The Edit Validation Entry screen opens.
- Check the Retire check box.
- Click OK.
Comments
7 comments
We entered some values into this list a long time ago.
Now we don´t want them to be used. But when i check the retire checkbox, it´s still shown in the drop down list.
Should I better delete them?
Best regards,
Nadine
0 upvotes
Hi Nadine,
Which value are you trying to retire? Answers in the validation lists and the validation lists don't have a retire option - are you trying to retire the entire user defined field set in the opportunity types screen?
Thanks,
Maggie
0 upvotes
Hi Nadine,
Apologies for speaking too soon. I did a quick test of retiring a validation answer and after I retired it, it no longer showed in the drop-down for selection. Did you make sure to refresh the screen that is showing the drop-down after retiring the validation answer? I ask because I often forget to do that myself sometimes!
Thanks,
Maggie
0 upvotes
Hello Maggie,
Thank you for your answers and sorry for my late answer.. We refreshed the screen. But the retired options are still shown in the drop down. Specifically, the problem occurs with user-defined fields of ressource/inventory/purchasing Issue Types.
I deleted the validation list of the UDF in the issue type and set it again. But the retired options are still shown. :-(
0 upvotes
Hi Nadine,
Just to make sure we are both doing the same thing - to retire an answer:
1. Click Custom Field Validation Tables from the Main Menu. The Custom Field List screen opens.
2. Select the validation list that contains the answer you want to retire.
3. Right-click and select Edit. The Edit Custom Field List screen opens.
4. In the Validation Entries tab, select the answer you want to retire.
5. Right-click and select Edit. The Edit Validation Entry screen opens.
6. Check the Retire check box.
7. Click OK.
Once it's retired, the answer won't be available for any UDF that uses that validation list.
Is this the same process you are doing or are you trying to retire something different than what is above?
Thanks!
Maggie
0 upvotes
Hello Maggie,
That's exactly what I am doing. :-)
Best regards,
Nadine
0 upvotes
Hi Nadine,
I am officially stumped as to why it would still be showing. There may be just one step in the process that we are both overlooking. Could you submit a ticket to our Client Care Team with screen shots and your steps and they can look at it more closely? Sorry we couldn't get it figured out!
Thanks,
Maggie
0 upvotes
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