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. 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.

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.
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.
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

    Zoho CRM Training Programs

    Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.

    Zoho CRM Training
      Redefine the way you work
      with Zoho Workplace

        Zoho DataPrep Personalized Demo

        If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.

        Zoho CRM Training

          Create, share, and deliver

          beautiful slides from anywhere.

          Get Started Now


            Zoho Sign now offers specialized one-on-one training for both administrators and developers.

            BOOK A SESSION





                        Still can't find what you're looking for?

                        Write to us: support@zohoforms.com

                                                                       
                            



                            





                                You are currently viewing the help pages of Qntrl’s earlier version. Click here to view our latest version—Qntrl 3.0's help articles.




                                    Manage your brands on social media

                                      Zoho Desk Resources

                                      • Desk Community Learning Series


                                      • Digest


                                      • Functions


                                      • Meetups


                                      • Kbase


                                      • Resources


                                      • Glossary


                                      • Desk Marketplace


                                      • MVP Corner


                                      • Word of the Day


                                        Zoho Marketing Automation

                                          Zoho Sheet Resources

                                           

                                              Zoho Forms Resources


                                                Secure your business
                                                communication with Zoho Mail


                                                Mail on the move with
                                                Zoho Mail mobile application

                                                  Stay on top of your schedule
                                                  at all times


                                                  Carry your calendar with you
                                                  Anytime, anywhere




                                                        Zoho Sign Resources

                                                          Sign, Paperless!

                                                          Sign and send business documents on the go!

                                                          Get Started Now





                                                                  Zoho TeamInbox Resources



                                                                          Zoho DataPrep Resources



                                                                            Zoho DataPrep Demo

                                                                            Get a personalized demo or POC

                                                                            REGISTER NOW


                                                                              Design. Discuss. Deliver.

                                                                              Create visually engaging stories with Zoho Show.

                                                                              Get Started Now







                                                                                            You are currently viewing the help articles of Sprints 1.0. If you are a user of 2.0, please refer here.

                                                                                            You are currently viewing the help articles of Sprints 2.0. If you are a user of 1.0, please refer here.



                                                                                                  • Related Articles

                                                                                                  • Overview of global sets

                                                                                                    Use global sets to manage picklist values that are common across modules. You may have picklists in your CRM system that have the same set of values. Normally, you would have to create and maintain a copy of this set of values separately for each ...
                                                                                                  • Tracking History of Picklist Values

                                                                                                    In every business it is very important to keep track of the updates so that you don't miss out any vital information. Say for example, in sales it's crucial to track the "deal stage" or "lead status" to get an idea of the entire progress or traversal ...
                                                                                                  • Managing List Views

                                                                                                    A List View is grouping of records based on a defined set of criteria. List Views are beneficial for displaying customer specific data according to your business requirements. For example, you may be interested in following-up on the leads created ...
                                                                                                  • Color Coding of Picklist Values

                                                                                                    Picklists are convenient and functional, as they convey the current state of the record.For example, the lead status or the current stage of the deal, etc., can be easily distinguished and monitored. Furthermore, to provide aesthetic distinction and ...
                                                                                                  • Working with Cases

                                                                                                    In the world of Internet, online Customer Support has become an integral part of the organizations' business process. Customer Support is an important activity in all types of product and service industries. In general, case trouble tickets are used ...
                                                                                                    Wherever you are is as good as
                                                                                                    your workplace

                                                                                                      Resources

                                                                                                      Videos

                                                                                                      Watch comprehensive videos on features and other important topics that will help you master Zoho CRM.



                                                                                                      eBooks

                                                                                                      Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho CRM.



                                                                                                      Webinars

                                                                                                      Sign up for our webinars and learn the Zoho CRM basics, from customization to sales force automation and more.



                                                                                                      CRM Tips

                                                                                                      Make the most of Zoho CRM with these useful tips.



                                                                                                        Zoho Show Resources