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en:adminmanual:picklisteditor [2016/05/01 15:25] joebordes created |
en:adminmanual:picklisteditor [2017/11/26 17:11] (current) joebordes [Role based Picklist Values] |
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| Click on Settings Icon > //CRM Settings// -> //Picklist Editor// (This can be found under studio block) | Click on Settings Icon > //CRM Settings// -> //Picklist Editor// (This can be found under studio block) | ||
| - | [[File:LocatePicklistEditor.png]] | + | {{ :en:adminmanual:picklist:locatepicklisteditor.png |}} |
| + | To customize a picklist, select the module that it is in from //Select Module// dropdown (ex: Leads); consequently, //Select picklist// dropdown displays the corresponding picklist fields (//Industry//, //Lead Source//, //Lead Status//, //Rating//, //Salutation//) available for that module. This dropdown can be used to select the picklist field for performing global actions. | ||
| - | To customize picklist, select desired module from '''''Select Module''''' dropdown (ex:''Leads''); consequently, '''''Select picklist''''' dropdown displays respective picklist fields (''Industry'', ''Lead Source'', ''Lead Status'', ''Rating'', ''Salutation'') available for that module.This dropdown can be used to select the picklist field for performing global actions. | + | {{ :en:adminmanual:picklist:globaloperationspicklist.png |}} |
| - | [[File:GlobalOperationspicklist.png]] | + | ==== Add new Picklist values ==== |
| + | *Click on the //Add Item// button next to the //Select picklist// dropdown. | ||
| + | *This will bring up a popup with the existing picklist values displayed on the left-hand side. | ||
| + | *You can add new values in the textarea on top-right and assign role(s) on right hand lower side of the popup accordingly. | ||
| + | *Click //Save// to update your changes. | ||
| - | == Add new Picklist values == | + | <WRAP center round info 80%> |
| + | Note: You can add multiple values and assign multiple roles at the same time | ||
| + | </WRAP> | ||
| - | Steps to add a new picklist value in '''vtiger CRM''' | + | For instance, add 'newValue' to //Lead source// field in Leads module |
| - | #Click on the '''''Add Item''''' button next to the ''Select picklist'' dropdown. | + | {{ :en:adminmanual:picklist:picklisteditoradd.png |}} |
| - | #This will bring up a popup with the existing picklist values displayed on the left-hand side. | + | |
| - | #You can add new values in textarea on top-right and assign role(s) on right hand lower side of the popup accordingly. | + | |
| - | #Click '''''Save''''' to update your changes. | + | |
| - | {{Template:Note|You can add multiple values and assign multiple roles at the same time}} | + | |
| + | <WRAP center round info 80%>Note: If you don't select any role for the new picklist values, they will be present in the picklist values but not displayed for any role (other than admin).</WRAP> | ||
| - | For instance, add 'newValue' to ''Lead source'' field in ''Leads'' module | + | ==== Edit picklist values ==== |
| - | [[File:picklisteditoradd.png]] | + | *Click on the //Rename Item// button next to the //Select picklist// dropdown. |
| + | *This will bring up a popup with the existing picklist values in select box. | ||
| + | *select a picklist value you intend to edit. | ||
| + | *you can edit the picklist value in the textbox below the existing picklist values. | ||
| + | *Once you are done with the changes, click on the //Apply// button to save your changes to the picklist. | ||
| - | {{Template:Note|If you don't select any role for the new picklist values, they will be present in the picklist values but not displayed for any role (other than admin).}} | + | {{ :en:adminmanual:picklist:picklistadd.png |}} |
| - | == Edit picklist values == | + | <WRAP center round info 80%>Note: It cannot be replaced with an empty value</WRAP> |
| - | Steps to rename the existing picklist values in '''vtiger CRM'''. | + | ==== Delete existing picklist values ==== |
| - | #Click on the '''''Rename Item''''' button next to the ''Select picklist'' dropdown. | + | This operation can be performed to delete the picklist value(s) of any module permanently. |
| - | #This will bring up a popup with the existing picklist values in select box. | + | |
| - | #select a picklist value you intend to edit. | + | |
| - | #you can edit the picklist value in the textbox below the existing picklist values. | + | |
| - | #Once you are done with the changes, click on the '''''Apply''''' button to save your changes to the picklist. | + | |
| - | [[File:PickListADD.png]] | + | *Click on the //Delete Item// button next to the //Select picklist// dropdown. |
| + | *This will bring up a popup with existing picklist values. | ||
| + | *Select the value(s) you intend to delete, choose a value from //Replace with// dropdown and click on //Delete// button. | ||
| - | {{Template:Note|It cannot be replaced with empty value}} | + | <WRAP center round info 80%>Note: You cannot select a blankvalue for replacement</WRAP> |
| - | + | ||
| - | == Delete existing picklist values == | + | |
| - | + | ||
| - | This operation can be performed to delete the picklist value(s) of any module permanently. | + | |
| - | Steps to delete values from the picklist in '''vtiger CRM'''. | + | For example, delete picklist values (Partner,Public Relations,Direct Mail,other) and replace with 'Other'. |
| - | #Click on the '''''Delete Item''''' button next to the ''Select picklist'' dropdown. | + | {{ :en:adminmanual:picklist:picklistdelete.png |}} |
| - | #This will bring up a popup with existing picklist values. | + | |
| - | #Select the value(s) you intend to delete, choose a value from ''Replace with'' dropdown and click on '''''Delete''''' button. | + | |
| - | {{Template:Note|You cannot select a blankvalue for replacement}} | + | Deleted picklist values will be replaced with another value. The information stored in deleted values will be moved to newly defined value. |
| + | <WRAP center round info 80%>Note: You should have at least one value in any picklist.</WRAP> | ||
| - | For example, delete picklist values(Partner,Public Relations,Direct Mail,other) and replace with 'Other'. | + | ==== Create a custom picklist field ==== |
| - | [[File:PickListDelete.png]] | + | You can create new custom picklist fields using the layout editor. |
| - | Deleted picklist values will be replaced with another value.The information stored in deleted values will be moved to newly defined value. | + | *Go to //Settings// -> //Module Manager// |
| + | *Click on module settings icon, highlighted below, at extreme right of each module. | ||
| - | {{Template:Note|You should have atleast one value in picklist.}} | + | {{ :en:adminmanual:picklist:contactssettings.png |}} |
| - | == Create a custom picklist field == | + | *Click on //Layout Editor// |
| + | *Click on add custom field icon, highlighted below. | ||
| - | '''vtiger CRM''' also allows users to create new custom picklist fields using Custom Fields. | + | {{ :en:adminmanual:picklist:createcontactfield.png |}} |
| - | Steps to create new custom picklist field in '''vtiger CRM''': | + | *Select field type as //Pick List// on left hand side, provide a picklist name in //Label// on top-right, and provide values in //Pick list Values// textarea on righthand lower side of the popup. |
| - | 1.Go to '''''Settings''''' > '''''Module Manager''''' | + | {{ :en:adminmanual:picklist:newpicklist.png |}} |
| - | 2.Click on module settings icon, highlighted below, at extreme right of each module. | + | ==== Re-arrange Picklist Values ==== |
| - | [[File:contactssettings.png]] | + | You can re-arrange the existing picklist values for each role. |
| - | 3.Click on '''''Layout Editor''''' | + | *Choose the desired module from the //Select Module// dropdown.; e.g. Leads. |
| + | *Select the role to which the changes should be reflected from //Picklist Available in Leads For// field. | ||
| + | *Click on the //Assign// button; Consequently, a popup will be displayed where you can add or hide picklist values by moving them around. | ||
| + | *Re-arrange the picklist values by clicking on the arrows provided on the right side of the popup. | ||
| - | 4.Click on add custom field icon, highlighted below. | + | {{ :en:adminmanual:picklist:re-arrangePicklistvalues.png |}} |
| - | [[File:createcontactfield.png]] | + | To transfer the changes to other roles, click on the link //Add to Other Roles//, Select the desired role(s) and click the //Save// button to update changes. |
| - | 5.Select field type as ''Pick List'' on left hand side, provide a picklist name in '''''Label''''' on top-right, and provide values in '''''Pick list Values''''' textarea on righthand lower side of the popup. | + | ==== Role based Picklist Values ==== |
| - | [[File:newpicklist.png]] | + | The values available in a picklist for any given user are defined by that user's role AND those values available for users under this user's role in the hierarchy. Since a user is able to see and edit all information available to those roles below his, it is normal that this user will automatically see all the values available to the users in sub-roles. |
| - | == Re-arrange Picklist Values == | + | So, if you need to make a value not available for a user, remember to eliminate that value from all of that user's sub-roles. |
| - | You can re-arrange the existing picklist values to the desired role in vtiger CRM. | + | This restriction affects ONLY the possibility for these users to assign that value to newly created records and records that currently do not have that value. In other words, if a user does not have access to a value X in a picklist, they will not be able to set that value to a new record nor a record that has some other value, but if the record currently has value X assigned they will be able to leave it with that value. |
| - | Steps to customize your picklist values in '''vtiger CRM.''' | + | All users will always see the values assigned to a record, even if they do not have permission to use that value as a valid assignment. |
| - | #Choose the desired module from the ''Select Module'' dropdown.; say ''Leads.'' | + | |
| - | #Select the role to which the changes should be reflected from ''Picklist Available in Leads For'' field. | + | |
| - | #Click on {{Button|Assign}} button; Consequently, a popup will be displayed where you can add or deduct picklist values by transferring mutually. | + | |
| - | #Re-arrange the picklist values by clicking on the arrows provided on the right side of the popup. | + | |
| - | [[File:re-arrangePicklistvalues.png]] | + | In other words: |
| - | To imply the changes to other roles, click on the link ''Add to Other Roles'', Select the desired role(s) and click {{Button|Save}} button to update changes. | + | ^Create|Users only see values they have permission to access.| |
| + | ^Retrieve Picklist|Users see value assigned in the record, even if they don't have access to the value.| | ||
| + | ^Retrieve Multi-Picklist|Users only see values they have permission to access. Any other values assigned will be perserved.| | ||
| + | ^Retrieve|Retrieving infromation works as explained above for List View, Detail View and Reports. Exporting is special and will always give you the real value saved in the field.| | ||
| + | ^Update Picklist|Users see value assigned in the record, even if they don't have access to the value.| | ||
| + | ^Update Multi-Picklist|Users only see values they have permission to access. Any other values assigned will be perserved.| | ||
| - | == Video Tutorial == | + | ==== Video Tutorial ==== |
| - | <center> | + | {{youtube>p3VXYMP-wjY}} |
| - | <mediaplayer width='650' height='385'>http://www.youtube.com/watch?v=p3VXYMP-wjY&feature=youtu.be</mediaplayer> | + | |
| - | </center> | + | |
