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Picklist Fields

Some fields in Calm have a picklist attached to them to encourage consistency in data entry. Picklists are preset lists of valid content for fields. The content of Picklist fields is validated by Calm; you will receive an error message if you try to save a record in which a Picklist field contains invalid information, if the validation options are set in the Record drop down menu.

Picklist data is validated as follows:

  • As you start to type data into a field, a pop-up box appears listing all the terms that are valid for that field.

  • If a word is entered that is not in the list, and the record is saved, a validation box appears asking you if you want to correct the contents of the field now and giving you 3 possible options.

  • If you click "Yes", you are returned to the record and you can correct the invalid field.

  • If you click "No", the record is stored with the invalid field entry. You will be warned about this entry each time you edit this record, unless you add it to the picklist.

  • If you click "No to all", the record is stored with the invalid field entry and no other validation takes place for the fields on this record at this time. You will be warned about this entry each time you edit this record, unless you add it to the picklist.

Picklist fields may be set to display as either pop up lists or drop down lists. To view a pop-up picklist either double click with your mouse in the field or start typing into the field. Drop-down picklists have a drop down arrow at the end of the field which, when clicked, will display the picklist. You can also use Insert, Picklist from the Edit drop down menu to make the picklist pop-up box appear. Click on a picklist option to insert it into the field, or highlight an option using the arrow keys on your keyboard and press the RETURN/ENTER key to insert the selected option. Drop-down picklists also contain a blank entry at the top, so you can close the picklist box and return to the field.

Data is entered into a picklist as follows:


  • As you start to type data into a field, a pop-up box appears listing all the terms that are valid for that field.

  • To select a term from the picklist, click on it.

  • This copies the highlighted term and removes the pop-up box.

You can define a picklist as either a pop-up or drop-down list using the Admin program. Picklists may also be altered, removed or added using Admin.