Editing a Pick List

Pick lists, or drop-down lists, determine the values available for selection when using a Suggested From Code List type field or a Selected From Code List type field. Your system administrator may restrict who is allowed to edit pick lists.

About this task

Pick lists, and the fields they apply to, are defined in iBase Designer. Filtered lists, where one list is assigned as the parent of another, are also set up in iBase Designer.

There are two versions of the Pick List dialog, depending on whether the list is filtered or not. Filtered lists allow you to assign a group of values to one or more values in a parent list.

Note: Some similar fields may use different code lists. The name of a list may indicate what fields it is used by. For example, a Hair Color list might be used for a Hair Color field in Person entity type records, and a Vehicle Color list might be used for the Vehicle Color field of a Vehicle entity type. Although both lists contain lists of colors they are separate pick lists.

When you rename a pick list item in the Pick List dialog, any record containing a field for which that value had been selected keeps the existing value for the field, that is, keeps the value that was selected at the time.

If you subsequently edit a record containing a field for which the renamed value had been selected:

  • Selected From Code List field types: the old value is still selected and appears at the bottom of the pick list. The renamed value is also available in the list. Either value can be selected.

  • Suggested From Code List field types: the old value is still selected, but does not appear in the list. Any value can be entered.

Procedure

  1. Display the Pick List dialog for the pick list you want to edit. From the Edit menu, select Code Lists, then Pick Lists, then select the list you want to edit.
  2. In the Items list, select an item.
  3. To edit the item name, click in the Value column and enter the name. You can press the Esc key to reset the item to its previous value.
  4. To edit the item description, click in the Description column and enter the description. Item descriptions are optional but can help you to choose the right value when entering data in a record.
  5. To add a new item, do one of the following:
    • Click on the row below where you want the new item, and then click Insert Row. Enter the name and description in the new blank row.
    • Click in the blank row at the bottom of the list. This adds a new item at the end of the list. You can then use the Move buttons to move the item to where you want it in the list (unless you are viewing all the items, in which case you cannot reposition the item manually).
  6. To delete an item, select the row and click Delete. You can also right-click, and from the shortcut menu, select Delete or press the Delete key. If you delete an item that is assigned to multiple items, you will be given the option of removing the assignments but leaving the item in the list, or deleting the item altogether.
  7. Click OK to confirm your changes and close the dialog.