Valstorm Admin Guide: Creating Picklists and Multi-Select Fields

Video Guide

Please refer to the video below for a visual walkthrough of the steps detailed below.

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Introduction

This documentation covers how to create custom fields—specifically Picklists and Multi-select fields—and how to configure the tags that go with them.

Part 1: Navigating to Objects and Creating a New Field

1. Open the global navigation menu.
2. Change over to the Admin workspace.
3. Search the lists and pages for Objects.
4. Search for the specific object you are interested in editing, such as Lead.
5. Click to Edit the object.
6. Click to create a new field.
7. Name the field (e.g., "How we met").
8. Add help text to the field so that other users understand its purpose.
9. Under the Related App setting, choose your organization's custom configuration option, which should generally be formatted as your organization's name plus "config".

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Part 2: Choosing Field Type and Global vs. Restricted Values

1. Choose the field type.
2. Select Picklist if you only want users to select one item at a time.
3. Select Multi-select if you want users to be able to select multiple tags.
4. Decide between a Global or Restricted value.
5. Choose Global value if you intend to use the exact same picklist values across multiple objects (for example, using the same "How we met" options on both the Lead and Contact objects).
6. Using a Global value saves management time because you only have to create one centralized tag list.
7. Name your global list (e.g., "How we met global list").
8. Click Create to finalize the field.

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Part 3: Adding the New Field to an App Page

1. Navigate to the App Page object in your admin workspace.
2. Search for the specific page layout you want to update, such as the Lead Record Page.
3. Edit the page to enter the page builder.
4. Search for your newly created field (e.g., "How we met") in the available fields list.
5. Drag and drop the field into the desired layout area on the page.
6. Click Save.

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Part 4: Managing Tags for Global Picklists

1. Using the global navigation menu, look up the object you just edited (e.g., Lead) to view a record.
2. Click into an individual record (e.g., a lead named Lani Taylor).
3. Locate the new field on the record and click Edit.
4. To add a new tag option, type the name of the value (e.g., "Event") and press Enter.
5. The system will confirm it was created; click the "x" to select the event.
6. Repeat the process for additional values (e.g., typing "Referral" and pressing Enter).
7. Save the record.
8. Because these are Global values, these new tag options will automatically be available on any other object sharing that global list.

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Part 5: Creating and Managing Restricted Picklists

1. Navigate back to your target Object (e.g., Lead) and create a new field.
2. Name the field (e.g., "Back end processing").
3. Choose the Picklist field type.
4. Select Restricted Values instead of a Global value.
5. Using Restricted Values prevents users from creating new tags on the fly, protecting your data from unwanted additions.
6. Click Create to save the field.
7. To add values to this restricted list, locate the field and click to create a new tag.
8. Type the tag name (e.g., "Document gathering").
9. Assign an order sequence and choose a display color for the tag.
10. Save the tag.
11. Repeat the process for additional steps (e.g., adding an "Approval" tag and coloring it teal).
12. Users will now only be able to select from these predefined restricted options.

Note on Multi-Select Fields: Multi-select fields function and are configured exactly the same way as standard Picklists, but they allow users to apply multiple predefined tags simultaneously.