SAP Knowledge Base Article - Public

2088658 - Picklists: Working with Legacy Picklists (Importing, Editing and Creating) - Platform

Symptom

  • This KBA focuses only on Legacy picklists. For MDF picklists see KBA 2328179 - Legacy to MDF Picklist Migrations | General Information

  • Following are instructions on how to create picklists (picklists provide the values seen in dropdown boxes) that can be used throughout the application.
     
  • Can we completely remove old picklist values?

"Image/data in this KBA is from SAP internal systems, sample data, or demo systems. Any resemblance to real data is purely coincidental."

Environment

SAP Success Factors BizX Platform

Resolution

     This feature is available from:

  • Admin Tools > Picklist Management > Picklists
  • Options available are:
    • Export data format
    • Export all picklist(s)
    • Import picklist(s)
       
       

Importing Picklists

  • You cannot create and modify picklists at the same time. Each CSV file must be new picklists or modified picklists, not both. Ideally you should export the existing picklists to verify whether or not a picklist exists already before uploading or modifying a picklist.
     
     

Creating Picklists

   To add new picklists that did not exist previously:

  • Admin Tools > Picklist Management > Picklists
  • Select "Export all picklist(s)".
  • Click Submit. Save and open the CSV file. Verify the picklists you wish to add do not exist.
  • Create the CSV Import file with all new picklists.
  • Select "Import Picklist". Choose the CSV file to import.
  • Select "Yes" to indicate all these picklists are new.
  • Click Submit to upload the new picklists.
     
  • Please Note: While creating picklists in Excel. While transferring the file from XLS. To CSV. The file can occasionally become corrupted, changing the format from commas (,) to semi colons (;). 
  • Checking the formatting can be done by copying and pasting your picklist file into Notepad++. If your file is in the incorrect format, you are advised to use OpenOffice which does not corrupt the file when transferring to CSV. Format.
     

Modifying Picklists

    To modify picklists, you must export the existing picklists, modify them in the CSV file, and then upload the changes. There is no UI for modifying picklists, so you have to go through:

  • Admin Tools > Picklist Management > Picklists
  • Select "Export all picklist(s)".
  • Click Submit. Save and open the CSV file. Remove any picklists which are correct and you do not wish to modify. Make any and all changes to the picklists which you do wish to modify. Leave OptionIDs as is for existing options, but blank for new options. Save changes to the picklist file.

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  • Select "Import Picklist". Choose the CSV file to import.
  • Select "No" to indicate that this file will modify existing picklists.
  • Click Submit to upload the file.
    • Note: The Option ID must be retained for any existing picklist values. This ID is an internal reference. Any new picklist values being added must have an empty Option ID (so the system will recognize them as new). The order picklist values render in is determined by the order they are imported in, NOT by the OptionID value.
       
  • WARNING: When setting a value to OBSOLETED, if you have duplicate records, and you are wanting to obsolete one of these records, set the OLDEST (the record with smallest OptionID) record to OBSOLETED, leaving the most recent record as ACTIVE. Failure to do so can lead to the Employee Profile displaying the ID value of the obsoleted record as it is the most recent, instead of the title as would be wanted.
  • Can I modify an existing picklist entry value from OBSOLETED or DELETED back to ACTIVE ? Yes you can by following the same principles as you would for any picklist modification.

 

Sorting Picklists

Picklists should be sorted in order that they appear in the picklist file. If you want to enable alphabetical sorting, refer to KBA 2088689 for additional information.

Cascading Picklists

A cascading picklist allows you to define what values will be available in the list, based on the value set for a parent picklist. For example Country > State > City. For more details about setting up cascading picklists refer to KBA 2088678

Can We Permanently Delete Picklists?

  • The SuccessFactors Application does not have any option to remove or purge picklist items physically from the system other than marking with DELETED or OBSOLETED. That is only supported option, and there is no option to completely delete unwanted values.

 Importing Picklists

  • You cannot create and modify picklists at the same time. Each CSV file must be new picklists or modified picklists, not both. Ideally you should export the existing picklists to verify whether or not a picklist exists already before uploading or modifying a picklist.

Picklist Import File

  • Picklists are set up with an imported CSV file. The file looks like this:
     

Column

Header

Required/Optional

Description

A

^picklistId

Required

The picklistId value (a.k.a. the "key") is used to map picklists to Live Profile and Succession Organization Chart.

B

OptionId

System assigned - leave blank

The OptionId value (a.k.a. the "primary key") is used by the system to map edits to a previously established picklist value. This value is ASSIGNED BY THE SYSTEM. Do not provide (in new picklists) or edit (in existing picklists) the OptionId field.

C

minValue

Required

These columns were designed to support ranges for future use. Set the minValue and the maxValue to the same value. While it is possible, do not overlap minValue/maxValue with other minValue/maxValue in the same picklist.

D

maxValue

Required

E

value

Optional

This field is a placeholder for future use. (May be used in the future to find ranges of incremental values.) For fields that use values like rating scales (risk of loss, impact of loss, etc.) use the same value here as minValue and maxValue.

F

status

Required

Must be one of the following:

ACTIVE: the picklist value is available for use

OBSOLETED: disable the picklist value from being selected in new user records. Retain its selection for Query Tool.

G

external_code

Required

Always "null". This field is a placeholder for future use and may be required for Employee Central picklists where the external code of a foundation object or MDF generic object is mandatory.

Limitations

For character limitations, see KBA 2088656

Keywords

Creating, Modifying, Importing Picklists. Picklists Management. Legacy Picklists, PicklistOptionIDMissing, import, export, update, picklist , KBA , sf picklist , LOD-SF-PLT , Foundational Capabilities & Tools , LOD-SF-PLT-PCK , Picklist Management Issue , How To

Product

SAP SuccessFactors HCM Suite all versions