Pick lists are a powerful way to organize the organization’s standardized allowed metadata to be presented on a submission table. Users are able to select field values from a predetermined list which adds convenience in the submission process and provides consistent metadata values for accurate and cleaner reporting.

About Drill Down Pick Lists

Drill Down lists are also known as filtered, narrowing, or cascading lists. The pick list contains multiple levels of values that are narrowed or filtered based on the previous column's selection. As a user makes their selection from the first column, the available pick list values presented to them in subsequent columns narrow.

Example Use Case

When a user selects the Region APAC, the user will only see the three APAC options: Australia, China, and Thailand. When the user selects Australia they will only have a single option of Agency 1. If the user selects China, they will have the two options of Agency 2 or Agency 4 to select from.

Create the Drill Down List

1. Click Settings on the Navigation menu.
   
   
2. Click Pick Lists in the Elements Sub-Navigation menu.
   The Pick Lists page displays.
   
   
3. Click the blue plus (+) icon to create a new List.
   The Edit Pick List menu displays.
   
   
4. Enter the List Name and Description (optional) in the designated fields.
   We recommend entering a description to make it easier to determine the use of the list.
   
   
5. Select the List Type Drill Down.
   
   
6. Input or copy the values.
   
   
   
   
7. It is suggested to rename each column for easy reference (e.g. Column 1=Region, Column 2=Country, Column 3=Agency). Right-click the column header to rename the column.
   
   
   
   
8. Click Save.

Associate a New or Existing Field to the Drill Down List

You must have a field in a field set that references the friendly name column (column 1) and a field to reference each additional column of data in the pick list (column 2+).

1. Open the appropriate Field Set for the corresponding field.
   
   
2. If the field does not exist in the field set: Click Add New Field (blue +) icon at the top-right of the work area.
   
   
   • Enter the Name (required)
3. If the field does exist in the field set: Click the Field Name in the work area to edit.
   
   
4. Description (optional). The Description shows as a tool tip in the Submission Table.
   
   
5. Select Required Field (optional). The field will be mandatory for the user to fill in.
   
   
6. Select the Type as List.
   
   
7. Select the Pick List Name from the drop down menu or begin typing the pick list name.
   
   
8. Select the column to associate to this field. Naming columns is important for this step.
   
   
   
9. Click Done.
   
   
10. Repeat the steps above to edit or create a new field for the remaining columns of the pick list. For our example, the Country field was assigned to the second column of the pick list and the Agency field was assigned to the third column of the pick list.
    
    
    
    
11. Click Save.

Add the Fields to the Template

All fields associated with the Drill Down pick list columns must be included in the template schema. If any fields are missing from the schema, the pick list functionality will not work. For example, if the Country field (Column 2) is not included in the template schema, the Agency field (Column 3) values will not be available.

1. Open the Template to which you want to add the field with the newly associated list.
   
   
2. Go to Step 2 - Define and Govern.
   
   
3. Click + Select Fields.
   
   
4. Click the menu expander arrow to view and select individual fields.
   Use the Search field to find a specific field name across all Field Sets.
   
   
5. Click Select Fields.
   
   
6. Arrange the field in the order of where you want it to appear on the Submission Table.
   It is important for the fields to move the same as the pick list, moving left to right. A user cannot select the Agency without first selecting the Region and Country.
   
   
7. Click Save.

User Experience

Below is an example of the drill down pick list as the user will see it in the submission table:

Notice that Region is the only selectable field, Country and Agency are grayed out. The user must make their selections to match the pick list (Column 1 narrows the options in Column 2, which narrows the options in Column 3, etc.) The user must work left to right as it appears in the pick list.

The user will double click the cell to expand the pick list or begin typing the pick list value (e.g. “AP” to see APAC (Column 1)). Typing will filter the available values to those that match what is written. The user can tab or arrow out of the cell to select it. APAC is selected and the Country list is narrowed.

Once the user selects the Country (Column 2), the user will double click the cell to expand the pick list or begin typing the pick list value for the correct Agency (Column 3). Typing the value will filter the available values to those that match what is written. The user can tab or arrow out of the cell to select it.

Using Multiple Value Select with Drill Down Pick List

An administrator must designate a field to allow multi-select from a pick list and insert the designated delimiter. Multiple Value Select allows users to select two or more allowed values from the pick list and populate the data consistently. No matter the order the user selects the data in, Claravine will always populate the concatenated value in alphabetical order with the designated delimiter in all columns where a Drill Down pick list is used.

Note that if you use the same delimiter in the list values as one between multi-select list values, it will cause an error. For instance, If you set a Select Multiple Values to use a dash (-) as a delimiter, and have a list value containing a dash, such as "Kick-Off," you will see an error saying "Value not in list."

Apply Multiple Value Select to a Field

1. Open the Field Set.
   
   
2. Click the Field Name in the work area associated with the first column of the Drill Down pick list to edit.
   
   
3. Check the box to Select Multiple Values.
   
   
4. Enter the Delimiter. It is not recommended to use a space delimiter.
   
   
   
   
5. Click Done.
   
   
6. Click Save.

Add the Fields to the Template

All fields associated with the Drill Down pick list columns must be included in the template schema. If any fields are missing from the schema, the pick list functionality will not work. For example, if the Country field (Column 2) is not included in the template schema, the Agency field (Column 3) values will not be available.

1. Open the Template to which you want to add the field with the newly associated list.
   
   
2. Go to Step 2 - Define and Govern.
   
   
3. Click + Select Fields.
   
   
4. Click the menu expander arrow to view and select individual fields.
   Use the Search field to find a specific field name across all Field Sets.
5. Click Select Fields.
   
   
6. Arrange the field in the order of where you want it to appear on the Submission Table.
   It is important for the fields to move the same as the pick list, moving left to right. A user cannot select the Agency without first selecting the Region and Country.
   
   
7. Click Save.

User Experience

Below is an example of the multiple select drill down list as the user will see it in the submission table:

The user will double click in the cell to expand the pick list and click on all values that apply. The user can click the X next to each value to remove them individually, or click the trash can to remove all selected values.

As the user makes selections, Claravine will alphabetize the selections in that cell and when the user moves out of the cell, the appropriate delimiter will automatically appear.

Using Select Value as Hierarchy with Drill Down Pick List

An administrator must designate a field to allow Select Value as Hierarchy and insert the designated indicator. Select Value as Hierarchy allows users to denote relationships between pick list columns into a single field (e.g. North America>United States>Utah>Salt Lake City)

Apply Select Value as Hierarchy to a Field

1. Open the Field Set.
   
   
2. Click the Field Name in the work area associated with the first column of the Drill Down pick list to edit.
   
   
3. Check the box to Select Value as Hierarchy.
   
   
4. Enter the Indicator. This is the delimiter between each level of the columns in a single field. It is not recommended to use a space Indicator.
   
   
   
   
5. Click Done.
   
   
6. Click Save.

Add the Fields to the Template

All fields associated with the Drill Down pick list columns must be included in the template schema. If any fields are missing from the schema, the pick list functionality will not work. For example, if the Country field (Column 2) is not included in the template schema, the Agency field (Column 3) values will not be available.

All fields associated with the pick list must be added as fields to the template schema to utilize them in the template schema.

1. Open the Template to which you want to add the field with the newly associated list.
   
   
2. Go to Step 2 - Define and Govern.
   
   
3. Click + Select Fields.
   
   
4. Click the menu expander arrow to view and select individual fields.
   
   Use the Search field to find a specific field name across all Field Sets.
5. Click Select Fields.
   
   
6. Arrange the field in the order of where you want it to appear on the Submission Table.
   
   
7. Click Save.

User Experience

Below is an example of the Select Value as Hierarchy Drill Down list as the user will see it in the submission table:

When the user double-clicks into the field into they will see a drop-down with all of the unique values from Region (Column 1).

The user can also type in the Search field to filter the values.

The user will click the down arrow to the left of each value to expand the options available. By selecting APAC (Column 1), the user sees the three Country options (Column 2).

As the user selects a Country, China (Column 2), the pick list values for Agency (Column 3) are visible.

The field populates with each level of the Drill Down pick list, separated by the indicator into the single string.

Using Select Filter Value with Drill Down Pick List

Administrators have the ability to Select Filter Value on a template to set a default value of a drill down list. If the Administrator wants each Region to have their own template, they can set each template to default to the specific Region.

1. Open the Template to which you want to Select Filter Value default.
   
   
2. Go to Step 2 - Define and Govern.
   
   
3. Hover over the green plus (+) icon to view the Edit options, click Edit (pencil icon)m and use the drop -down menu to Select Filter Value.
   
   
   
   Continue to Select Filter Values for each column of the Drill Down pick list to the first column the user must interact with or select.
   
   Setting this field to Select Filter Value will automatically hide this field from the user’s Submission Table view. It is defaulted and locked, and unnecessary to view.
4. Click Save.

User Experience

Below is an example of the Select Filter Values as the user will see it in the submission table:

The Region selection of APAC is defaulted on this template. The user does not need to select APAC and only sees the Countries associated with APAC and no other Region.

If this template was narrowed by a specific Region, Country, and Agency, all three fields could be filtered/defaulted and unnecessary for the user to see or select but still populate behind the scenes.

Learn More

• Training in Claravine Academy: About Pick Lists
• Training in Claravine Academy: Drop-Down Pick Lists
• Training in Claravine Academy: Dependent Pick Lists
• Training in Claravine Academy: Drill-Down Pick Lists
• Knowledge Base Articles: Pick Lists - Drop Down, Pick Lists - Drill Down