Defining Pick Lists

Objective

After completing this lesson, you will be able to create a Pick List and associate it to a Custom Field in SAP Fieldglass.

Pick Lists

Pick Lists are drop-down fields that present users with pre-defined values that they can select. Pick Lists collect the choices that are made available in the dropdown menus.

Source Pick Lists

A Source Pick List leverages values already available in the application and makes them available as choices in Pick Lists.

The Reason for Job Posting field on a Job Posting Creation page displaying the contents of the field's dropdown menu. The Reason for Job Posting picklist page is also displayed, showing the list of fields that are configured to apepar in the Reason for Job Posting field dropdown menu.

In this example, the section Reason for Job Posting field that appears when creating a job posting leverages a list of Job Posting reasons to create the options available in the field’s dropdown list.

The source pick list called Reason For Job Posting was added to the job posting to capture the core reason for the creation of the Job Posting.

The list derives from the list of reasons for the Job Posting, so any changes to that list will immediately be reflected in this pick list.

Segmented Pick Lists

Larger lists of related data can be created as segmented pick lists. They allow the buyer to set up the custom field so that the user can only select valid value combinations as they choose each segment. Available options in each segment are dependent on the selection in the previous segment.

Region + Finance Contact segmented pick list details page showing the values for the Segment Headers Region and Department, as well as the values assigned to them. A job posting creation page is also displayed, showing the Business Area field. Two sub-fields are shown: Region, which corresponds to the first Segment Header on the pick list details page, and Finance Contact, which corresponds to the second segment header of the pick list details page. Below the Segment Header section on the pick list details page is the Values section, containing columns that correspond to the Segment Headers. Each row contains pick list selections, which correspond to the pick list values is the two fields on the job posting creation page.

The options available in the Finance Contact field are dependent upon what was selected in the preceding Region field. As illustrated here, the Region column in the pick list indicates that Magdalena De Leon is the Finance Contact for the Region All US. So when All US is selected as the Region on the job posting, Magdalena De Leon will appear as the Finance Contact. Selecting, say, France as Region field would change the option in the Finance Contact field to Edward Kirk, who is indicated in the pick list as the Finance Contact for France.

Segmented Pick Lists are commonly used as the basis for Custom Lookups.

Navigating the Pick List Admin Object

Configuration section of the Admin Menu, the Pick Lists selection is highlighted.
1To view the list of pick lists configured in WorkingNet’s tenant, select Pick List from the Configuration section of the admin menu.

Pick List List Page

Pick lists that are listed as defined by SAP Fieldglass are defaulted and cannot be edited.

Pick List list page, displaying the pick lists that have been configured for the tenant. Information for the Name of the pick list, as well as Defined By, Type, Source, and Items is also indicated for each pick list. The Type column, the Source column, the Items column, and the Region + Finance Contact link in the Name column are highlighted.
2Type indicates the type of pick list. There are several types of pick lists that can be selected, depending upon how the tenant is configured.
3If the pick list is a custom field source type, a source for the pick list can be assigned. The Source column will indicate the source that has been assigned.
4Items indicates the number of items included in the pick list. Often this represents the number of values included in the pick list, but it can also represent the number of segments included in a segmented pick list.
5To view the details of a pick list, select the appropriate link in the Name column.

Pick List Details Page

The Region + Finance Contract Pick List Details page highlighting the Number of Segments and Delimiter rows in the Details section, the Segment Headers section, and the Values section. The segments listed in the Segment Headers section correspond to columns in the Values section. Values appear in each column.

The details that appear on a pick list details page vary depending upon the type of pick list. A segmented pick list, as illustrated here, has more data objects than a standard pick list, which would only display the name and type of the pick list, and the values assigned to it.

6Number of Segments indicates the number of segments in this segmented pick list. The segments themselves would be listed in the Segment Headers section below.
7Delimiter indicates what character is used to separate the values on an integration connector.
8The number of Segment Headers correspond to the number of segments indicated in the Number of Segments row in the Details section above.
9The column headers in the Values section correspond to the names of the segment headers listed above.

Create a Pick List

WorkingNet Networking, Inc., a global manufacturer of data networking equipment, wants hiring managers to indicate on certain Job Postings if the work requirements of the position, namely if the worker is required to be in the office, can work remote, or must occasionally be in the office (hybrid).

As the SAP Fieldglass administrator for WorkingNet, you’ll need to create this segmented pick list and associate it to a Custom Field for inclusion on Job Postings.

ExerciseStart Exercise

Picklist Uploads

Most pick list values are uploaded via the Pick List Value Upload Connector. This makes it much easier to configure, add, remove, or update pick lists as needed- especially when there are hundreds of values to be maintained.

Pick List Value Upload CSV file displayed in Microsoft Excel, displaying the columns called Pick List. The first values listed is Reason for Job Posting, which appears in a Pick List Details page as the name of the pick list. The values in the CSV file below the Reason For Job Posting value correspond to the values that appear on the Pick List Details page.

In order to configure this pick list, we would take the file you see here and upload it into our organization's tenant in SAP Fieldglass. When the file loads successfully, the configuration details for this pick list will look exactly the same as we saw in the UI.

1

The Type of upload is entered as the Pick List Value Upload. This lets the application know what kind of data you’re loading into system. In this case, values for a pick list are being uploaded.

A Pick List Value Upload cannot occur until a pick list is first configured, which can be done with a Pick List Configuration Upload Connector. There are several types of Pick Lists in SAP Fieldglass based on what type of value should be populated. When creating a Pick List, it is mandatory to choose one.

Here are four of the most commonly used:

  • Custom Field Source is used to provide a list of Active items that exist in the tenant, like users or job posting templates.
  • Custom Field Pick List is used to provide a list of Buyer-defined items for a custom field.
  • Custom Field Segmented Pick List is used to provide a Segmented Pick List for a custom field. You can set up valid combinations of data to limit the user's choices for each segment of the custom field.
  • Integration Pick List is used to create a Pick List for use in Integrations.
2The first value in the Pick List column/section is the name of our pick list: Reason for Job Posting.
3All the values underneath the Name comprise the list of valid values in the application. The values listed here match the values in the Values section of the Pick List details.

Segmented Picklist Upload

screenshot of CSV file in Download format over screenshot of Pick List Details for Region + Finance Contact in UI in the application showing the relationship of the first data row to the name of the picklist, and the data in subsequent rows to the picklist values

The upload file for a Segmented Pick List includes the same header values as the Pick List upload file:

1The Name of the Pick List is the first value listed in the upload file.
2

The Pick List Type indicates the type of pick list that this data object represents. In this case, the pick list type is a Custom Field Segmented Pick List. The pick list type is determined when the pick list is configured using the Pick List Configuration Upload Connector.

The Pick List Type does not correspond to the Type value listed in the Values connector. Instead, the Type value in the connector indicates the manner in which SAP Fieldglass should process the data in the connector.

3

A Delimiter separates the data items in the Pick List Values Upload connector so SAP Fieldglass can process the data correctly.

As illustrated here, a semicolon is used to separate the values to indicate which value in each row corresponds to a Region, and which represents a Finance Contact.

4

Segment Headers represent the columns in the Values list. They identify the values that appear in the respective columns.

The number and names of the Segment Headers are configured when initially setting up the pick list using the Pick List Configuration Upload connector. The number of segment headers listed here should match the number indicated in the Number of Segments section of the pick list details.

5

Unlike the values in a standard pick list, values listed under Pick List Values represent the segments. The data in the connector is presented by row, but in a single column. The values are presented in the order in which the segment headers are listed and are separated by the chosen delimiter.

In this example, the first value represents the Region and the second value is the associated Finance Contact, with the values separated by a semicolon.

Resources

TypePurpose
Account Category Pick ListUsed to populate the Account Category field on a Cost Center. When this is used, the application assigns a line item number to each cost center on a contingent work order. Cost centers with the same account category are given the same line item number. The cost centers are then grouped on the work order based on the line item numbers. One or more line item numbers displays in the Accounting section on the Work Order Details page with the list of cost centers within each. This allows multiple cost centers to be included on one invoice.
AP Code Tax StatusUsed to populate the Tax Status field for each AP Code that is assigned to a Remit-to Address. In order to use this type, your company must require use of AP Code.
Ariba Realm ID Pick ListUsed to populate the Ariba Realm ID field on a Legal Entity.
Buyer ANID Pick ListUsed to populate the Buyer ANID field on a Legal Entity.
Custom Field Pick ListUsed to provide a list of Buyer-defined items for a custom field.
Custom Field Segmented Pick List

Used to provide a Segmented Pick List for a custom field. This type of pick list can also be associated to a data set to be used with custom lookups. You can set up valid combinations of data to limit the user's choices for each segment of the custom field. As users make a selection for each segment, the selections available in the remaining segments are based on the valid combinations populated in the pick list.

The Autopopulate Segment is a rule allowing the system to auto-populate segments where only one possible value is available because of previous selections.

There is an option to have SAP Fieldglass map native fields to segments in the pick list. Contact your SAP Fieldglass representative for more information.

Custom Field SourceUsed to provide a list of Active items and optional Buyer-defined items for a custom field.
Integration Pick ListUsed to create a Pick List for use in Integration.
Integration Segmented Pick ListUsed to create a Segmented Pick List for use in Integration. You can set up valid combinations of data to limit possible entries for each segment. Note that this type requires SAP Fieldglass assistance to configure.
System ID Pick ListUsed to populate the System ID field on these objects: Business Unit, Cost Center, Legal Entity, Site, Task Code, and Expense Code.
Tax Service TypeUsed to populate the Tax Service Type field on Job Posting Templates, Statement of Work Templates, and other downstream documents. This type is available when your company has enabled Tax Guidance.

Summary

Pick Lists are drop-down fields with pre-defined values for user selection, collecting choices available in dropdown menus. Pick lists can be defined by buyers in SAP Fieldglass and added to transactional documents to capture additional information.

Key Points:

  • Pick Lists: Drop-down fields with pre-defined values for user selection, collecting choices available in dropdown menus.
  • Source Pick Lists: Use existing application values as choices in drop-downs, automatically reflecting changes.
  • Segmented Pick Lists: Allow selection of valid value combinations, with options in each segment dependent on previous selections.
  • Pick List Uploads: Use the Pick List Value Upload Connector to configure, add, remove, or update pick list values efficiently.

Learning

SAP FacebookSAP YoutubeSAP LinkedIn