Pick Lists - Using Hierarchy with Drill Down Pick List

Rebekah Garner
Rebekah Garner
  • Updated

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.

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.

Watch a Video

Watch a real-world demo of pick lists and field sets in templates.



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