Record Creation forms are used to collect and display data. The more organized, clean, and streamlined these forms are,the more efficient the data collection process will be.
A nested picklist is a type of picklist field that can help you build organized Record Creation forms by reducing the number of fields you would otherwise need to use.
With a nested picklist, you can nest or group up to six levels of values within a single picklist option, so that each level relates to the previous one.
For example, for a company to obtain a customer's location, it can create a nested picklist with country > state > city as levels. Without the nested picklist field, the form would be cluttered with several different dropdown menus.
Lets look at a few example, to understand how nested picklists can be used:
Example 1
A mobile phone retailer wants its customers to select their preferred location for store pickup. With a nested picklist, itcan obtain the customer's country, state or province, and city through a single option. Here's how to nest these values:
Picklist label: Location
Picklist values:
Option 1 -> None (Default)
Option 2 -> US :: Washington :: Seattle
Option 3 -> US :: California :: Los Angeles
Option 4 -> US :: California :: San Francisco
Option 5 -> Canada :: Ontario :: Toronto
Option 6 -> Canada :: Ontario :: Toronto
The nested picklist field will look like this on the Ticket Add form.
Example 2
A company wants to know how its employees commute to the office so it can optimize its parking system. Here's how it can create a nested picklist field to obtain this data:
Picklist label: Mode of commutation
Picklist values:
Option 1 - None (Default)
Option 2 - Car :: Personal
Option 3 - Car :: Pool
Option 4 - Car :: Company
Option 5 - Bike
Option 6 - Public Transport :: Bus
Option 7 - Public Transport :: Metro
This is what the field will look like on the Record Creation form.
Note
- The levels of a nested picklist are separated by double colons (::). For example: Category :: subcategory :: further subcategory. Let's call this the "actual format."
- The picklist field will be auto-filled with a default value, which is generally the first option on the Creation form. However, you can set any option as the default during field creation/editing.
- Picklist values must be entered the same way they appear on the Create/Edit Field form while using criteria and search. In other words, they must be entered in the "actual format".
For example, to create a custom view of tickets with customers located in Los Angeles:
To configure a nested picklist field
- Go to Setup > Customization > Layouts and Fields.
- Select a module and department from the dropdown menu on the Layouts page.
- Select the layout you want to use for the nested picklist field.On the Edit Layout page, do the following:
- From the Add Fields tray on the right, drag and drop the picklist field type to your desired position on the layout.
- Enter a name for the field.Scroll down and enable the Nested Picklist option.
- Fill in the options, making sure to separate nested levels with double colons (::).
- Click the Plus icon (+) to add up to 500 options.
- Click Add and then click Save & Close on the layout
- The nested picklist will be added to your layout.
Adding values in bulk
You also have the option to add nested picklist values in bulk. You can choose from a list of predefined choices or enter choices manually. You can also opt to import values from CSV files.
To add values in bulk
1. Navigate to the Add/Edit Layouts page and do the following:
- From the Add Fields tray on the right, drag and drop the Picklist field into the desired position on the layout.
- Enter a name for the field.
- Enable the Nested Picklist option.
- Just above the Nested Picklist toggle, you will find the Add Values in Bulk option— click on it.
- Choose from the 3 options for bulk adding values.
- If you're using predefined choices:
- Click on From Predefined Choices.
- Select a predefined choice set from under Import Predefined Choices.
- Select all, or the specific options you'd like to add, and click Add Values.
- Your selections will be listed as options.
- Proceed to nest values as usual, using double colons.Finish by clicking Add.
- If you wish to add values manually:
- Click Manual Entry.
- From the Editor, enter your nested picklist values with double colon separation, one below the other, and click Add Values.
- Finish by clicking Add.
- If you're importing values from a CSV file:
- Click Import from CSV.
- Ensure the values in the file have double colons separating the nested levels and are listed one below the other.Drag and drop the file into the Import from CSV section.
- Finish by clicking Add.
Note
- You can add up to five nested picklist fields per layout.
- Nested picklist fields are only available in the Professional and Enterprise editions of Zoho Desk.