Working with global sets

Working with global sets

Global sets in Zoho CRM help you easily manage picklist values that recur across modules. For an overview of this feature, see Overview of global sets.

Where can I find global sets?

Users with the requisite permissions in their profiles will be able to access global sets at Setup > Customization > Modules and Fields > Global Sets.


The following features are available in your Global Sets tab:
  1. Search: Use this function to search your global sets by name.
  2. Create Global Set: Use this button to create a new global set.
  3. Global Set master list: Use this to manage all your global sets. You will also be able to see useful details like the following:
    1. Modules in which a global set is being used
    2. The user who created a global set
    3. The time at which a global set was created
    4. The user who last modified a global set
    5. The time at which that last modification was made

Creating global sets

There are three ways to create a global set:
  1. Create a global set from scratch.
  2. Convert an existing set of local picklist values to a global set.
  3. Clone an existing global set.

To create a global set from scratch

  1. Go to Setup > Customization > Modules and Fields > Global Sets.
  2. Click the Create Global Set button.
  3. In the Create Global Set popup, you can enter the following details:
    1. Global Set Name: This will be used to refer to this particular global set in other places like the Pick List Properties window and the Global Sets tab.
    2. Description: The description entered here will be shown when you hover over a particular global set in the Global Sets tab.
    3. Global Set Values:
      1. To add a new value, hover over a value and click the plus (+) icon. Enter the new value in the text box that appears.
      2. To remove a value, hover over that value and click the minus (-) icon. In this case, the value will be moved to the Unused Values section. To remove a value permanently, you'll need to delete it from the Unused Values section (gear icon > View/Add Unused Values).
      3. To rename an existing value, click on the value and enter the new name.
      4. To replace an existing value, hover over that value and click the replace icon. The new value will replace the old value in existing records and other places in the CRM. The old value will be moved to the Unused Values section.
      5. To maximize the Global Set Values field, click the maximize icon.
      6. To access options like Add Predefined Choices, Add Bulk Options, and View/Add Unused Values, click the gear icon.
    4. Sort order preference: You can decide whether your picklist values should be arranged as entered or in alphabetical order.

  4. To color code the Global set values, scroll down and check the Enable Color Options box. Default colors will appear for all values, and you can customize for each if needed. Click Save.

To convert an existing set of local picklist values to a global set

  1. Go to Setup > Customization > Modules and Fields.
  2. Click the desired module and select a layout.
  3. In the layout editor, go to the required picklist field, click the Settings icon and select Edit Properties.
  4. In the Pick List Properties page, click the gear icon and select Convert to Global Set.
  5. In the Convert to Global Set popup, enter the name of the global set to be created and click Save.
  6. Click Done and then Save to save the layout.
  7. To make future changes in this global set, go to Setup > Customization > Modules and Fields > Global Sets.

To clone an existing global set

  1. Go to Setup > Customization > Modules and Fields > Global Sets.
  2. Hover over the global set that you want to clone. Click the ellipsis (...) icon and select Clone.
  3. In the Clone Global Set popup, fields like description, global set values, and sort order will be configured like the original global set.
    The Global Set Name field will have a new name in this format: 'X_Cloned' (if 'X' is the name of the global set that we have cloned). Make the desired changes.
  4. Click Save.

Associating picklists with global sets

You can associate new and existing picklists with a global set.

To associate a new picklist with a global set

  1. Go to Setup > Customization > Modules and Fields.
  2. Click the desired module and select a layout.
  3. In the layout editor, go to the New Fields tray. Drag and drop the picklist field into the desired module section on the right.
  4. In the Pick List Properties page, check the Global Set radio button.
  5. Select the desired global set from the dropdown list.
  6. Click Done and then Save to save the layout.

To associate an existing picklist with a global set

  1. Go to Setup > Customization > Modules and Fields.
  2. Click the desired module and select a layout.
  3. In the layout editor, go to the existing picklist field, click the Settings icon, and select Edit Properties.
  4. In the Pick List Properties page, check the Global Set radio button.
  5. Select the desired global set from the dropdown list.
  6. There are two possible steps:
    1. If all the local picklist values are present in the global set, the values will be mapped automatically. Go to step 7.
    2. If there are local picklist values that are not present in the global set, an Associate <Picklist Name> with Global Set popup will appear. Here, you can manually map these values to those present in the global set.
      1. This is mandatory if the value is used in other parts of the CRM, like field updates, workflow rules, criteria, etc. These picklist values will have a View associated places link to see those places. Map the values and click Done.
      2. In case you want to proceed without mapping such a local value, you'll need to remove that value from all the associated places shown in the link.
  7. Click Done and then Save to save the layout.
Info

Limits :

  1. You cannot replace or delete values if the global set is associated with more than 15 fields.
  2. You also cannot delete a global set if it is associated with more than 15 fields.
  3. If a global set is associated with more than 15 fields, you can only move 50 values from unused to used per request.This will also be applied for any new values that are being added as well. 

  1. Updating, deleting, and converting global sets

To update a global set

  1. Go to Setup > Customization > Modules and Fields > Global Sets.
  2. Hover over the global set that you want to update. Click the ellipsis (...) icon and select Edit.
  3. In the Edit Global Set popup, make the necessary updates. You can do the following:
    1. Change the description
    2. Add picklist values
    3. Remove picklist values (i.e. move the values to the Unused Values section)
    4. Delete picklist values
    5. Rename picklist values
    6. Replace picklist values
    7. Change the sort order preference
  4. Click Save.
Notes
You can also replace values by hovering over the global set, clicking on the ellipsis (...) icon, and selecting Replace Values.

To delete a global set

  1. Go to Setup > Customization > Modules and Fields > Global Sets.
  2. Hover over the global set that you want to delete. Click the ellipsis (...) icon and select Delete.
  3. In the Are you sure you want to delete <Global set name>? popup, click Delete. If picklists are associated with that global set, they will be displayed in this popup.
  4. In the Delete Global Set popup, click OK.
Notes
Once deleted, the picklists associated with that particular global set will be converted to local picklists.

To convert a global set-associated picklist to a local picklist

  1. Go to Setup > Customization > Modules and Fields.
  2. Click the desired module and select a layout.
  3. In the layout editor, go to the existing picklist field, click the Settings icon, and select Edit Properties.
  4. In the Pick List Properties page, check the Local radio button.
  5. In the popup window asking for confirmation, click Convert.
  6. Click Done and then Save to save the layout.

Additional Notes

  1. Upon associating an existing picklist with a global set, tracking history will be preserved.
  2. Global set values cannot be color coded for now.
  3. Multi-select picklists (both new and existing) cannot be associated with global sets for now.
  4. Upon associating a picklist with a global set, the Replace Values option will be removed from the picklist settings.
  5. Renaming or replacing picklist values in a global set will update those values in all existing records and in other places in the CRM, like workflow rules, criteria, reports, etc.
  6. Deleting a picklist value in a global set will remove that value from associated picklists. It will not remove that value from existing records or other places in the CRM like workflow rules, criteria, reports, etc.
  7. Global sets are supported in the sandbox environment. Some limitations include:
    1. The Convert to Global Set option is not available in the sandbox environment.
    2. You cannot change the association of existing picklists (from local picklist to global set, from global set to local picklist, or from one global set to another).
    3. When creating a new picklist, you can associate it with a global set. Once created, you cannot change its association.
  8. The following picklist fields cannot be associated with global sets:
    Module
    Picklist name
    Leads
    Lead Status, Salutation
    Contacts
    Salutation
    Deals
    Stage
    Tasks
    Status, Priority
    Calls
    Outgoing Call Status, Call Type
    Quotes
    Stage, Carrier
    Purchase Orders
    Status, Carrier
    Sales Orders
    Status, Carrier
    Invoices
    Status, Carrier
    Vendors
    GL Account
    Cases
    Status
    Solutions
    Status
    Appointments
    Appointment Status
    Services
    Service Status
  1. The following global set-related events will be logged in the audit log:
    Event
    Audit log entry format
    Creation of global set X by user Y
    Y added a Global Set named X
    Update of global set X by user Y
    Y updated a Global Set named X
    Deletion of global set X by user Y
    Y deleted a Global Set named X
    Renaming an option Z with W in global set X by user Y
    Y renamed an option from Z to W in the X Global Set
    Replacing an option Z with W in global set X by user Y
    Y replaced an option from Z to W in the X Global Set
    Removing an option Z in global set X by user Y
    Y removed an option Z in the X Global Set
    Deleting an option Z in global set X by user Y
    Y deleted an Option Z in the X Global Set