Picklist

Introduction

Picklist fields allow admins to define structured, selectable values in checklist items. These dropdown or checkbox-based inputs help standardize responses, drive logic-based workflows, and reduce user error. Admins can configure picklists via the Process Builder, tailoring behavior with options such as default values, multi-select, conditional visibility, and rich-text formatting.

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Capabilities

Picklist fields offer several advanced configuration capabilities:

• Single or Multi-select mode

• Conditional visibility of other fields based on selections

• Default value pre-filling

• Checkbox rendering for picklist

• Dynamic value entry (optional)

• Alphabetical or custom sort order

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Configuration steps

1. Go to Manage > open the relevant process > click the pencil icon to launch Process Builder.

2. Add a new field and select Field Type: Picklist.

3. Open the Select Field Settings tab.

4. Enter values, set visibility conditions, and configure advanced settings.

5. Click Save, then Publish the process to make changes live.

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Roles and permissions

Action	Who can do it
Add/Edit picklist field	Admins only
Set visibility logic	Admins only
Modify options, default values, sort order	Admins only
Use/select picklist values in records	All users with checklist access
Trigger dependent fields based on selection	All users (via checklist logic)

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Technical workflow

• Admin defines the picklist field via Process Builder.

• Once the process is published:

  • The field appears as a dropdown (or checkbox, if configured).

  • The selected value(s) are stored against the checklist item.

  • Any conditional rules based on the picklist selection are enforced.

  • Picklist changes are automatically captured in the record's activity log.

  • If picklist values are edited it doesn’t change retroactively. Any change in picklist values apply on future checklsits. However, conditions on older checklists will break.

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Picklist field settings

Setting	Description	Use case
Placeholder	Text shown when no value is selected	Add instructional context, e.g., “Select status”
Options	List of values available for selection	Define all acceptable inputs, e.g., Yes/No, Red/Yellow/Green
Allow multiple values	Enables multi-select checkboxes	Use when multiple responses may apply (e.g., Defect Causes)
Allow users to add values dynamically	Let end users enter new options on the fly	Useful for open-ended input or less rigid processes (often disabled for compliance reasons)
Convert picklist to checkbox	Displays field as checkboxes if two options exist	Ideal for Yes/No fields or Confirmed?/Approved? logic
Sort by	Controls the order of values shown	Alphabetical: easier for long lists; Default: preserve manual order (e.g., priority sequence)

Picklist to Checkbox

You can render a picklist field as a checkbox if:

• The field has exactly two options (e.g., Yes/No).

• Allow multiple values is disabled.

• Allow dynamic values is disabled.

• Convert to checkbox is enabled.

Checkbox behavior:

• The first option in the list becomes the checked (positive) state.

• The second option is used when unchecked (negative) state.

• Changing the checkbox triggers an update to the picklist field and notifies participants.

• This improves usability for binary checklist items (e.g., Confirmed? Yes/No).

Note: If existing picklist fields are reconfigured (e.g., changed from multi-select to single-select), make sure to verify option compatibility before enabling checkbox mode.

Check out universal checklist settings that you can use in addition to the existing field settings.

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