Adding a Picklist User Defined Field

A picklist is a list of acceptable choices for a field in a data entry grid that a user selects from when entering data. This feature improves data consistency and accuracy by allowing users to select from a list of predefined choices instead entering data manually.

A picklist contains a list of valid items for selection, a description of each item, and a value assigned to each item that determines the sorting order of items in the list.

Note: Picklists in PCS Axis are similar to validation tables in PCS version 7 and earlier.

To add a Picklist user defined field (UDF), follow these steps:

1	Click Tools > Field and UDF Customizations to open the Field and UDF Customizations window (Figure 3-25).

2	If you want to select a grid layout theme, follow these steps:

a	Click Customize to open the Column Selections dialog box (Figure 3-28).

b	Click the down arrow in Select a Layout Theme and select a theme in the selection list.

c	Click Save to close the dialog box and return to the Field and UDF Customizations window.

3	Select an item in the Properties panel that includes the data entry grid you want to add a UDF.

For example, double-click Facility Surveys > CPDM > Test Point > Test Point Inspection to display a grid with fields and property settings related to the Test Point Inspection data entry grid (Figure 3-38).

Note: Clicking the Properties bar collapses the Properties panel allowing you to view more of the grid. Clicking the bar again expands the panel.

Figure 3-38. Field and UDF Customizations

4	Click Picklist in the toolbar to open the Customize Picklist dialog box (Figure 3-39).

5	Type a unique name for the UDF in the Caption field.

6	Set the length of the field by typing the number of characters required for the UDF in the Width field.

Clicking the up arrow in the Width field increases the value; clicking the down arrow decreases the value.

Figure 3-39. Customize Picklist

7	Choose an option for displaying the UDF in data entry grids. Click the down arrow in the field Cell Style and select one of the following options in the selection list:

•	Show Value: Displays the assigned value of the selected item in the picklist.

•	Show Description: Displays the description of the selected item in the picklist.

•	Show Value And Description: Displays the assigned value and description of the selected item in the picklist.

•	Show Description And Value: Displays the description and assigned value of the selected item in the picklist.

8	Choose an option for displaying items in the picklist. Click the down arrow in the field Dropdown Style and select one of the following options in the selection list:

•	Show Value: Displays only the assigned value of items in the picklist.

•	Show Description: Displays only the description of items in the picklist.

•	Show Value And Description: Displays the assigned value and description of items in the picklist.

•	Show Description And Value: Displays the description and assigned value of items in the picklist.

9	Select an option for sorting items in the picklist. Click the down arrow in the field Validation Order and select one of the following options in the selection list:

•	Value: Sorts items numerically based on values assigned to items in the picklist.

•	Description: Sorts items alphanumerically based on the description of items in the picklist.

•	Define: Sorts items based on the order of items listed in the Customize Picklist dialog box.

10	If you want the UDF to support multiple selections in the picklist, click the check box Allow Multiple Selections.

11	If you want the UDF to allow data entry of other data in addition to picklist items for selection, click the check box Allow Other Entry.

12	To add picklist items for selection, follow these steps:

a	Click the message Click here to add new row to add an empty row of fields for data entry (Figure 3-39).

b	Type a description for the picklist item in the Description field. Then type a value in the Value field to associate a code number with the picklist item.

c	Press Enter on the computer keyboard to add another empty row of fields for data entry.

d	Type a value in the Value field and then press the Tab key on the computer keyboard to advance the cursor to the Description field. Type a description for the picklist item.

e	Repeat steps “c” and “d” as needed until all picklist items have been added. When you finish, click Save to close the dialog box and return to the Field and UDF Customizations window.

The UDF is now available for adding in a data entry grid. If needed, see Working with Themes and Filter Groups for information about how to add fields in a data entry grid.