How To Modify Or Create A Pick List
This document discusses how to modify or create a pick list.
Pick lists show predefined choices for any field. This speeds up
data entry and minimizes errors. Virtually any field in the system
can have a pick list attached to it.
To view the pick list file for a field:
You must have access rights to form and field
properties. These rights depend on your user level.
User level 99 does not see pick lists, except for
internal pick lists created by Collect!. Please sign in as a
user level other than 99 to view pick lists.
1. Tab into the field or click in it with your mouse.
2. Press Alt+F1, or Right click the field, and choose Properties
from the popup menu. Or, select System from the top menu
bar and then select Field Properties from the drop-down
choices. Either way, the Access Rights form will open.
3. To make sure you have accessed the right field, look in the
Name field of the Access Rights form. It must contain the name
of the field whose pick list you are about to modify.
4. Look in the Pick List File field. You will see the name of
the pick list file that is attached to this field. (For
example, 7.pck) All pick lists in
Collect! have the *.pck extension.
5. Tab into the Pick List field and press F2 to view the contents
of the pick list file, or select the small folder icon to the right
of the field. The pick list Editor will open with information about
the data type of the field and a list of choices formatted in a
special way. When you add to this list, or modify an entry, please
be sure to enter the same type of data in the same format.
See details below under "Entering Choices In Your Pick List."
To create a new pick list on a field:
1. Follow Steps 1 through 3 above to open the Access Rights
form and ensure that you are on the right field.
2. Select the small folder icon to the right of the Pick List File
field to open the pick list Editor. You will see information about
the data type of the field and a few sample entries showing
you how to format your entries for pick list choices. Please
be sure to enter the same type of data in the same format.
See details below under "Entering Choices In Your Pick List."
To remove a pick list from a field:
1. Follow the steps above to open the Access Rights form
for the field.
2. Click into the Pick List File field and use the Backspace key
to delete the *.pck filename. This removes the pick list from
the field.
3. Press OK to exit the form.
To delete a pick list file:
BE CAREFUL as this actually deletes the pick
list file from the pick list folder in Collect!. It is actually gone.
1. Follow the steps above to open the Access Rights form
for the field.
2. Select the "X" icon next to the pick list field.
3. Select the OK button when the prompt displays
if you are sure that you want to DELETE the file.
4. Press OK to close the Access Rights form.
If you are not sure about actually deleting
the file, you can simply remove it from the field by
backspacing as described above. This leaves the
file in the pick list folder but removes it from the field.
For information about using the shortcut
buttons next to the Pick List File field, please
see below under "Buttons On The Pick List Field."
Entering Choices In Your Pick List
1. Please start your pick list on the second line
after the line at the top "Pick list for {Field Name}".
That is, leave this description, skip a line and start.
2. If you want to be able to enter a choice not
listed, enter quotation marks (i.e. " ") as your first
choice. This allows the user to type in a choice when
they use your pick list. However, your choice
must be the right data type. See below.
WORDS OF CAUTION
* * *
Each field has limitations regarding the kind of
information it holds. When the pick list Editor displays
the field's information, please make note of the type of
data and the number of characters the field stores.
This determines what you can put in this pick list. Your
pick list choices must be same data type as the field
itself is meant to hold. The text length of your choices
must be less than the character length of the field.
It is possible to display textual words when the field is
actually a number field. This is done by adding a second
column as shown below. This makes it easier to explain
the choices to your user even though the database reads
them as 1, 2, 3, etc.
When you do this, however, don't give the user
a blank option, in case they try to enter text only to
discover that the pick list will not allow it.
Remember that the choices you enter here will be
retrieved in reports, letters and any calculations
involving the field that is using this pick list.
* * *
3. Anything after the first space will be used as a
description in the Pick List when you are choosing
an item in the list.
For instance:
"Illinois"
"Kansas"
"Nebraska"
"New York"
4. Enter the available choices by adding numbers
in quotation marks to the first column (one choice per line).
The order in which you enter the choices is the order in
which they will be displayed.
For example:
Pick list for Client Class
"0" "1" "2" "3" |
Collections Accounts Receivable Loan Legal
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Some fields have alpha characters in the first column.
These fields store alpha in the database. One example
is the Country field.
5. Once you have created your pick list, press F8 to
save the new list. Click the OK button to return to the
underlying form. Try out your list.
Examples
1. For large fields:
" "
"First Choice "
"Second Choice"
"Third Choice "
In this example, the choices of First Choice, Second
Choice and Third Choice would appear in the drop-down
list. The first possible selection is a blank line where the
user can type in a choice. See the Words of Caution
above.
If First Choice were selected, then First Choice
would appear in the field. Its value would be entered
in the database as well.
2. For small fields using an identifier:
"01" "02" "03" |
01 First Choice 02 Second Choice 03 Third Choice
|
In this example, the choices of 01 First Choice, 02 Second
Choice and 03 Third Choice would appear in the drop-down
list. If 01 First Choice were selected, then 01 would be
placed into the database and would display in the field.
Also, in the second example, no other option could be
entered because the empty quotation marks are missing
from this example. This is an easy way to ensure that only
valid entries are entered in any given field.
Typically, pick lists contain two columns in the
pick list editor. The column on the left is the data that will
actually be put into the database, while the column on the
right is displayed to the user for identification.
For example, imagine that you create a pick list entry
containing "1" in the first column, and the word "Medical"
in the second column. The user will see the word Medical
when picking from the list and when looking at the field.
However, the number 1 will be stored in the database to
represent their choice. This means that you have the
additional flexibility of using numeric fields to display
character text. See Words of Caution above.
This is particularly useful when batch
processing or selecting accounts based on a specific
criterion.
3. Three-column pick list:
"1" "2" "3" |
Choice One ChoiceTwo ChoiceThree |
color=#FF3300 color=#33FF00
color=#3300FF |
The third column in this pick list contains display color
information. Now the field with change color depending
on the choice the user picks.
Please refer to Color Chart for a quick reference to
additional colors that you may use.
Pick List Filenames
When a pick list is created, Collect! gives it a number
and a PCK extension. Pick list files are stored in a
pick list folder in the database subdirectory of Collect!.
For example, if you are working in the masterdb
database, then the pick lists are stored
the masterdb\picklist folder.
Example:
C:\CV11\masterdb\picklist\2.pck
Buttons On The Pick List Field
In the Access Rights form, the pick list field
has four shortcut buttons to the right of it. Use these
buttons to quickly do the following.
- Open a pick list file
If the Pick List File field already contains the name
of a pick list file, click this button to open the file
in the pick list Editor. Then you can modify the file
if needed
If the Pick List File field is empty, selecting the Open
button will open a new pick list file for you.
- Print a pick list file
To Print the displayed pick list file select the
Print button.
- Delete a pick list file
To delete the pick list file, select the button with the
stylized X on it. This prompts you to delete the file.
CAUTION!! This actually deletes the *.pck file from
your Collect! folder.
- Select a pick list file
To attach an existing pick list file to the field, click
the Magnifying Glass button. Collect! will open
a dialog displaying the contents of the picklist folder for
the database you are in. For example, CV11\masterdb\picklist.
Pick list files have a *.pck extension. NOTE -- You should
already know which file you want to select.
Setting User Level Pick Lists
The Form Rights Pick List field gives you the ability to
assign a special pick list to a particular user level. This is
very useful for limiting the operator's choices. For instance,
you can create one pick list for your system level users
and another for your collectors. An example would be the
Debtor Status field. Perhaps you want your collectors to be
able to change the Status, but limit them to a few choices.
This is where you could benefit from setting the pick list
in Form Rights for the user level you have assigned to
your collectors.
See Also
- How To Use Pick Lists
- Access Rights
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