Picklist values are important for many tasks in Salesforce - from contact and lead logging to financial and tracking processes, they provide structure to data input, modelling and manipulation. It’s no wonder then that customers (enterprise use-cases especially) of Salesforce Release Management, Salesforce Backup and Recovery and Salesforce Security Solutions often ask us to advise them on picklist value management.

Picklist Verity and Restrictions

For those unfamiliar, a picklist value is an attribute type used in Salesforce entities that enables users to select a specific value from a pre-defined list. The values can be active/inactive, which means picklist values can be hidden, used, removed and segregated. Further, admins can create a unique range of picklist values for various objects. So for instance, user A cannot access the values entered by user B Example, contacts may have a picklist that contains user-defined entities for the Category field like ‘Webinar’ or ‘Webinar Series’.

When the ‘Webinar’ value is selected from the category field, options like ‘Attendee’, ‘Speaker’ etc. will become active in a related picklist (‘Role’ field). Further, users can set a specific order for each picklist value that can be used to organize your data fields.

When an admin creates a new picklist value, they assign it to either a ‘global’ or ‘local’ value set instead of directly assigning it to an existing picklist field:

1. Global picklist values are available to all standard and custom objects which allow users to specify values only once.

2. Local picklist values are associated with a particular picklist field, such as ‘Status’ or ‘Type’, and can be used only for that particular field.

Using these two options, the admin can structure picklist values that are customizeable, reusable, robust and effective.

Track Create and Edit Picklist Values

Admins can store and report on picklist values directly from the user interface. This helps staff to view the entire picklist value list, an audit trail of who created, deleted or edited the values and view the depreciation timeline. The picked values can be imported from a CSV or spreadsheet; this helps to quickly copy values from the Excel to Salesforce.

The ‘view’ and ‘edit’ permission of picklist values can be adjusted for users accordingly, so to limit the number of persons who can make changes to it. The ‘reorder’ and ‘activate/deactivate’ feature is also available for picklist values, so changes in color, order and position to accommodate different business needs can be done with ease.

To minimize mistakes, users can use the ‘mass edit’ feature to quickly update picklist values or remove an existing value; further, the ‘copy values’ feature helps to copy picklist values from one field to another in just one click. This helps to easily migrate values from an older version of Salesforce Release Management, Salesforce Backup and Recovery and Salesforce Security Solutions to a newer version.

In Conclusion

Picklist values play a crucial role in Salesforce. Not only they help analysts to structure data input and output in an organized and efficient manner, but also provide businesses with a valuable asset in generating accurate documentation. As a software provider qualified in Salesforce release management, Salesforce backup and recovery and Salesforce security solutions, we can attest to the importance of these values in a modern enterprise. With the help of picklist values, staff can quickly enable the busyness updates, protect data integrity and streamline the sales process.




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“Flosum is the best native release management tool that you will fall in love with. I have gained confidence in my role and has given me the ability to view release management from a whole different perspective.”

Faizan Ali

Faizan Ali
Salesforce Consultant at Turnitin