# Managing Picklists You can manage the values that appear in your Vault's picklist fields and the order in which they appear from **Business Admin > Picklists**. All Admin users can manage picklists. Picklists differ slightly from other document fields. When you create a new picklist-type document field, the picklist exists separately from the field and can be referenced by other picklist-type document fields. Vault automatically creates a new picklist when you configure a document field as a picklist-type and do not select the option to use an existing picklist. New picklists are named and labeled based on the document field that creates them, but you can change these later. View and edit the following picklist details in the **Details** section: * **Label**: The user-facing value for the picklist. * **Name**: The unique identifier for referencing the picklist. * **Source**: The source of the picklist, either _Custom_ (Admin defined), _Standard_ (available by default with limited editing options), or _System_ (a system-generated picklist). * **[Order By][4]**: The defined ordering method in which picklist values are displayed to the user. * **Used In**: The document types or object fields where this picklist is used. Click a document field or object field to go directly to its details page. ## How to Edit Picklist Values {#edit} Changing a picklist value's label or name affects all existing document or object record metadata. For users accustomed to seeing a particular selection, any changes may cause confusion. Click a field label on the **Picklist** page and then click **Edit** to update the picklist's **Label** or **Name**. You can also perform the following actions from custom picklist object fields (**Admin** > **Configuration** > **Objects** > **[Object]** > **Fields** > **[Custom Picklist Field]**) without clicking **Edit**: * Click **Create** to add a new value to the picklist. This action opens the **Create Picklist Value** dialog where you can enter the picklist's label and name and choose its status. You can also choose to place the new value before or after an existing value. If no position is selected, Vault adds new picklist values to the end of the list of existing values. If the list of values is sorted alphabetically, Vault places the new value based on the sort unless a position is specified. Once the value is created, a success banner displays where the value is created in the list. * Use the search field to locate a value in a long list of picklist values. The search returns values that start with your search term. For example, if you search "a", Vault only returns values that begin with "a". * Click **[Reorder][4]** to change the order of picklist values by dragging and dropping the rows or click **Sort A-Z** to order them alphabetically. Click **Save** to confirm the modified order. * Use inline editing to change the picklist's label, name, and status. You can inactivate values that are in use and it will not affect documents or object records that already use the value. This action applies to Standard and System-managed picklists. * If there are over 200 picklist values, you can use pagination arrows to navigate through pages of values. Each page holds up to 200 picklist values. When you add a new picklist value to a picklist with over 200 values, navigate to the last page to locate the new value.
### Active & Inactive Picklist Values {#inactive} Active values appear in the Vault UI and are available for selection on their respective picklists. Inactive picklist values only appear on the picklist edit page in **Business Admin** unless the value was used on a document or object record prior to becoming inactive, in which case it remains on the document or object record until edited by a user. Click **Show Inactive Values** to show picklist values that are inactive. To change a picklist value's status, click **Edit** then select a status from the **Picklist Value Status** column. ### Reordering Picklist Values {#reordering-picklist-values} The _Order By_ field allows you to select how picklist values are displayed to users. Select one of the following options: * **Defined Order**: This option lets you manually reorder picklist values. This is the default _Order By_ option. * **Value Labels (Ascending)**: This option displays picklist values in ascending alphabetical order based on the value labels in the user's language. * **Value Label (Descending)**: This option displays picklist values in descending alphabetical order based on the value labels in the user's language.
To manually define the picklist value order, select **Defined Order** for the **Order By** field in the _Details_ section, and then click **Reorder** in the _Picklist Values_ section. Drag and drop the values into the order you want. You cannot manually reorder picklist values if you selected _Value Labels (Ascending)_ or _Value Labels (Descending)_ for the _Order By_ field. When manually reordering picklist values, you cannot drag and drop the values across pages. To reorder values across multiple pages, click **Reorder**, hover over a picklist value, and click **Move To** to move a value to any position in the picklist. The _Move Picklist Value_ dialog allows you to select the value to move and position the value before or after an existing value. Click **Save** to move the value to your desired position, or click **Save + Move** to move the value and reopen the dialog to move another value. If the values were sorted or reordered using drag and drop, you must save your changes before clicking **Move To**. You can also click **Sort A-Z** to order values alphabetically after selecting **Defined Order** for the **Order By** field. If the picklist contains over 200 values, you must save the sort order before making another change to the picklist. ## How to Copy and Paste Multiple Values {#copy} When creating a picklist, you can copy multiple values from a text document or spreadsheet and paste it into the new value text box in order to add multiple values at once. The values appear on separate lines or separate rows. ## Viewing Picklist Dependencies A **View Dependencies** action is available in a picklist's **Details** section if the values in the picklist are dependent on values of another picklist. This action directs you to the _Picklist Dependency Matrix_ where you can select a value from the _Controlling Picklist_ and view the dependent values. For example, if you're viewing the _State_ picklist, you could view the values that are dependent on a value in the controlling _Country_ picklist. ## Picklist Limits {#limits} The following limits affect picklists: * A single picklist cannot contain more than 2,000 active values. Once you've reached this limit, you will need to inactivate an existing picklist value before creating a new one. * Picklist value labels have a limit of 256 characters. * Picklist value names can only contain the lowercase letters a-z, numbers zero (0) - nine (9), a single sequential underscore or hyphen, and cannot end or begin with an underscore or hyphen. * Each raw object supports a maximum of two (2) multi-value picklists. * End users can select a maximum of 100 values per object picklist field. This limit does not currently apply to document picklist fields, but will be applicable in a future release. * Multi-value picklist fields on object records cannot select the same values more than once. ## Picklist Deletion {#deletion} You can delete an entire picklist only if it is not referenced by a document or object field. If there is no field referencing the picklist, you'll see an **Actions** menu above the **Edit** button. Select **Delete** to delete the picklist. You cannot delete individual picklist values. To hide a value, you must [make it inactive][3]. In some cases, it may be necessary for users to be able to filter by inactive picklist values for reporting purposes. When such a need arises, you can enable the setting **Allow deleted picklist values to be used in report filters** from **Admin > Settings > General Settings**. [3]: #inactive [4]: #reordering-picklist-values