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Picklists

Andrew Garbett
Updated

 

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This help guide will show you how to create a Picklist and attach it to a field.
 

Contents

 

Introduction

A Picklist is a predefined list of options made available from a drop down list from which the user has to make a choice in order to complete the data entry for that field. 

The contents of many of the pick lists comes from an associated codes table e.g. the reasons for absence ie. holiday etc. 

However, in some areas of Ciphr HR, users are able to configure their own pick list options and attach them to fields. This applies to; Further Information Fields, Additional Information Fields and Safeguarding.

Notes: 

When creating the Pick List options consider how the pick list is to be used. i.e. are you intending to store historical information and use the list or multiple data records (additional information) or is it just to store a one off piece of information (further information). This may affect what you record in the list. For more details on Additional Information vs Further Information see the linked guide.

For more details on Codes Tables see the related help guides.

 

To create a Picklist

  • Go to Data Management > Configure Picklists  
  • The screen presented will display all the existing Picklists
  • Click Insert New Record
  • Give the Picklist a Code (description)
  • Click Add new record
  • Select the Order, this is the position in the Picklist that the entry will have
  • Enter the Picklist data item
  • Continue to add all the entries that are to appear in the list
Note: A Picklist can be applied to multiple areas i.e. it could be attached to an Additional Information field and attached to a Further Information field. Eg In the above example the Picklist contents could be used to record the distance from office locations for an employee or could be used in another area to record distance willing to travel. The same Picklist contents would be relevant to both.
  • Having created the Picklist it can now be associated with the relevant product area
  • Once an association has been made you can use the Show Pick list Use button which appears when you click on a pick list via Data Management > Configure Picklists

 

Attaching a Picklist to a Further Information Field

  • Go to Data Management >  Configure Further Information Configuration
  • The screen will display all the product areas in HR
  • Opening a table will display the Further Information Fields in that table
  • In All Controls the Picklist that has been configured can be attached to the field
  • Which when used in data entry appears as

Note: For more details on creating Further Information Fields see the linked guide.

 

Attaching a Picklist to Additional information

  • Go to Data Management >  Configure Further Information Configuration 
  • The screen will display all the configured Additional Information categories in HR
  • Opening a category will display the fields that have been configured for that category
  • In All Controls a Picklist that has been configured can be attached to the field
  • Which when used in data entry appears as:

Note: For more details on creating Additional Information see the linked guide.

 

Attaching a Picklist to a Safeguarding Template

  • Go to Employee Checks & Compliance > Employee Checks & Compliance Configuration >  Safeguarding & Employee Checks Template
  • The screen will display all the configured templates in HR
  • Opening a template will display the fields that have been configured for that template
  • It is possible to attach a Picklist to a field as a Type and then to select the specific list to be attached
Note: For more details on Safeguarding see the linked guide.

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