Record Picker

When tables are related, there is a dropdown in the reference column to let users select records from the master table. The contents of this dropdown are determined by the Default Record Picker. It defines what record values are used as choices (abbreviated entries) to simplify record selection and make it intuitive for users. By default, the Name Column values are used as abbreviated entries.

You can specify the way how master table records should be selected when you edit a reference column in the Edit Form. Record Picker provides four modes for master record selection.

Please note that the Search field available in some record picker modes works only for columns with the active Allow find option. Moreover, this option is available only in physical text columns like Text, Text-Multi-line, Phone, Email, Autonumber, Barcode, URL, and File-Attachment. The other columns like Number, Lookup, Summary, Formula do not include the Allow find option, so you cannot use the Search field for these columns.

Record Picker Modes

• Simple choices - all options (master table records) are presented as a dropdown list of choices:

Please note that the system automatically switches the record picker to the "dropdown with browse choices" if there are more than 500 records in the simple choice dropdown.

• Dropdown with 'Browse Choices' option - To view all choices, select the Browse Choices option in the dropdown:

When the Browse Choices option is selected, all accessible choices are displayed in a new pop-up window with a possibility of search.

• Type-in with 'Search' button - a user may type in a keyword or a part of it in the search field. The list of choices matching search criteria will be opened in the pop-up dropdown. To view all accessible choices, a user may click on the Search icon without entering any keyword:

When the Search icon is clicked, all accessible choices are displayed in a new pop-up window with a possibility of search.

With the help of the pop-up window called for the Dropdown with 'Browse Choices' option and Type-in with 'Search' button, users may both select existing values and create new ones.

• Radio Buttons - This option is helpful if you have a single-reference column referring to a small dataset. The system generates the list of radio buttons, and a user can select a related record directly on the screen. From the end-user standpoint, it looks and works as a text column with choices (with corresponding data entry method) but has a reference table behind it.

• Check Boxes - This option can be activated in a multi-reference column referring to a small dataset. The system generates a list of check boxes, and a user can select many related records directly on the screen. From the end-user standpoint, it looks and works as a text column with choices (with corresponding data entry method) but has a reference table behind it.

The Record Picker mode can be changed in the reference column settings or in the relation settings.

To set the Record Picker mode in the Single-reference column or in the Multi-Reference column:

1. Click the Setup link in the top right corner of the window.

2. Select a table you need.

3. From the setup menu select Columns > Customize existing columns.

4. Click on the Edit button near a reference column and set the Record Picker options.

5. Select the Record Picker you need and save changes.

To set the selection mode in the relation:

1. Click the Setup link in the top right corner of the window.

2. Select a table you need.

3. From the setup menu select Tables > Manage relations.

4. Edit a necessary relation in the list.

5. Select the Record Picker you need and save changes.