This article explains how to manage the Picklist Data Dictionary (the area within Assure's Settings menu where dropdown field values are created and managed for all module forms). It covers how to navigate to the Picklist Data Dictionary, add individual or bulk picklist values, edit and copy existing values, manage parent-child sub-type relationships, and perform bulk deletions. The Picklist Data Dictionary is a system-wide configuration area that supplies drop-down values across every Assure module; changes made here affect all records across the entire system.
| Note: The user must hold the Manage Picklist Data Dictionary Supervisor Privilege (the permission that allows a user to configure the picklist dropdown values on module forms; create, edit, or delete picklist values). |
Picklists (dropdown lists used on module record forms in Assure) are used across all sub-modules of Assure to ensure that consistent data is collected. Consistent data enables reliable comparison and analysis across the organisation.
The Picklist Data Dictionary is the central configuration area that controls the available options within each picklist field. Picklist items can be added, edited, and deleted from the Picklist Data Dictionary under the Settings menu.
Navigating to the Picklist Data Dictionary
In Assure, select Settings from the top navigation bar.
Under System Configuration, select Picklist Data Dictionary.
Use the available search bar to locate the relevant picklist you wish to configure.
Managing Picklist Values
Opening a Picklist for Management
Navigate to Settings > System Configuration > Picklist Data Dictionary.
Use the search bar to find the relevant picklist field.
Click the menu cog icon against the field you want to manage.
Select Manage from the dropdown.
This opens the list of existing values for that picklist.
Adding a Single Picklist Value
From within the picklist Manage view, click the New Record button.
Enter the required text for the new picklist item.
| Note: The text field has a maximum of 255 characters. |
Click Save and Close to apply the change.
Editing, Copying, or Deleting an Existing Picklist Value
From within the picklist Manage view, click the menu cog icon next to the picklist item you want to change.
Select one of the following:
- Edit -- modify the existing value.
- Copy -- duplicate the value.
- Delete -- remove the value.
Important: Editing an existing picklist item and renaming it will also update all existing records on the system that had the original item applied. If the picklist item is renamed, every historical record that previously had that value will display the new name.
Best practice: Rather than renaming an existing picklist item, add a new picklist item to the dictionary. This preserves any historical data on Assure that references the original value.
Picklist Sub-Type Management
Some picklist fields in Assure rely on a parent value being selected before the sub-type options become available. Examples of parent-child picklist relationships include:
- Incident Type (parent) > Incident Sub-Type (child)
- Incident Sub-Type (parent) > Incident Third-Level (child)
- Hazard Type (parent) > Hazard Sub-Type (child)
Adding a Sub-Type Value
Navigate to Settings > System Configuration > Picklist Data Dictionary.
In the search bar, search for Sub Type to locate the relevant sub-type picklist.
Click the menu cog and select Manage.
Click New.
Before entering the sub-type value text, select the Parent property from the dropdown. This links the new sub-type to its parent picklist value (for example, selecting "Trip Hazard" as the parent Hazard Type).
Enter the sub-type value text and click Save and Close.
How Sub-Types Behave on Module Forms
When a user is completing a module form and selects a parent picklist value (for example, Trip Hazard in the Hazard Type field), the sub-type picklist will automatically filter to display only those values that have Trip Hazard set as their parent. Values with a different parent will not appear.
Bulk Add
Bulk Add allows multiple picklist values to be added to a dropdown at once, rather than one at a time.
From within the picklist Manage view, click New Record to open the entry form.
Switch to Bulk Mode.
Enter all required values. Each value must be separated by a new line.
Optionally, assign the picklist items to a specific Organisational Unit (an Org Unit, the node in the Assure organisational hierarchy) to restrict the values so they only appear in fields for that unit.
Click Save and Close to apply the changes.
Bulk Delete
Bulk Delete allows multiple picklist values to be removed in a single operation.
Navigate to Settings > System Configuration > Picklist Data Dictionary.
Click the menu cog and select Manage for the picklist you want to edit.
Click Bulk Delete.
Select the values to delete.
Use the search bar to find specific values.
Use the Select Visible option to select all values currently displayed on the page.
Click Continue.
Click Delete to confirm the deletion.
Behaviour After Bulk Deletion
- The deleted values will no longer be available for selection on new module records.
- Where a deleted value was previously selected on an existing record, the data is retained in those records. The historical data is not removed; only future selection of the deleted value is prevented.
Note: If the picklist value being deleted has child values linked to it, those child values will also be deleted automatically. For example, deleting an Incident Type picklist value will also delete all linked Incident Sub-Type and Incident Third-Level picklist values that have that value set as their parent.
AI Metadata
- Product Area: Assure -- System Configuration, Picklist Data Dictionary
- User Role: System Administrator (requires the Manage Picklist Data Dictionary Supervisor Privilege)
- Tags: Picklist, Data Dictionary, Picklist Data Dictionary, dropdown values, sub-type, parent-child picklist, bulk add, bulk delete, module forms, Assure configuration, Settings, Supervisor Privilege
- Version/Region: All Assure versions; all regions
- Important synonyms: Picklist Data Dictionary = picklist settings = dropdown configuration; Picklist = dropdown = picklist field; Sub-Type = child picklist; Parent = parent picklist value; Manage = manage picklist values; Bulk Mode = bulk add picklist values; Org Unit = Organisational Unit; Menu cog = cog wheel icon = settings cog; New Record = add new picklist value
- Suggested embedding keywords: manage picklist data dictionary Assure, add picklist value Assure, edit picklist Assure, delete picklist value Assure, picklist sub-type parent Assure, bulk add picklist Assure, bulk delete picklist Assure, picklist dropdown Assure settings, incident sub-type picklist, hazard sub-type picklist, configure picklist Assure, preserve historical picklist data
- Relevant modules and cross-module implications: The Picklist Data Dictionary is a system-wide configuration area within Settings > System Configuration that supplies dropdown values across all Assure modules. Cross-module implications include: Incident Record (Incident Type, Incident Sub-Type, Incident Third-Level, and other picklist fields); Risk Assessment modules (Hazard Type, Hazard Sub-Type, and related fields); Audit modules; Action Manager (Action Category, Action Subcategory); and any other Assure module form that contains a picklist field. Renaming or deleting a picklist value affects all modules using that field simultaneously.