Editing a Drop Down List

Melissa Wells · 09/07/18

I am creating a Tasks List and am wanting to use a Drop Down list to indicate the Client the Task refers to.

Our Client list is ever-changing. Am I able to add or delete clients from the Drop Down list without affecting the data in the other Client cells? I am hoping to keep the list alphabetical, so additions and deletions would happen mid-list.

My intention is to alter the Drop Down list manually as needed. Has SmartSheet developed a way to create a Drop Down list from a Column on another sheet? I've read some past posts about this and it seems that is not offered. I thought I'd ask just in case.

Thanks.

Mike Wilday · 09/07/18

Yes, you can modify a drop-down list without affecting the content already selected. The only place where there MIGHT be a concern is if you are restriciting values to only dropdown values. If you are, and you remove something from the list it might throw errors. Otherwise, i don't think so. See my screenshot as an example.

Paul Newcome · 09/07/18

Am I able to add or delete clients from the Drop Down list without affecting the data in the other Client cells?

Possibly. If any formulas reference data in that column, you would have to manually adjust those as well to account for the addition or deletion.

I am hoping to keep the list alphabetical, so additions and deletions would happen mid-list.

Shouldn't cause any problems other than what is already stated above. To maintain alphabetical order, I would suggest making the list somewhere that you can sort it then copy/pasting it into the Dropdown menu if a lot of changes are being made.

Has SmartSheet developed a way to create a Drop Down list from a Column on another sheet?

Not yet that I am aware of. It's a good idea though, so you may want to consider a product enhancement request.

https://app.smartsheet.com/b/form/739aa75f30ca43a8a22eb53e4da7d409?_ga=2.144046517.1276358454.1536063871-1131893367.1527248851

Mike Wilday · 09/07/18

I discovered when you delete a cell value in the dropdown and have restricted values turned on you get a message letting you know how many cells currently have that reference and that future selections will not let you add it.

IF you are an admin it will allow you to add items not on the list. So keep that in mind if you have admin users who will be using that functionality.

Paul Newcome · 09/07/18

Nice! I rarely restrict values simply because I use a lot of formulas for automation. Even though you can change it as Admin or Owner with the restrictions on, you still get a pop up every time.

I do like how it gives you that info though.

J. Craig Williams · 09/07/18

A few additional comments

The warning / error message on violation for cells do not match the allowed values should only appear when

a) someone tries to enter data that is not allowed

b) someone makes a change to the Dropdown List options

In both cases, an Admin can ignore this message.

If you find the message provided for (b) not as helpful as it could be please submit an enhancement request.

Normal usage should not generate the message.

.

Here's another way to keep the Dropdown List alphabetical:

a) Change the column to Text/Number and Save the Sheet.

b) Change the column back to Dropdown List. The options will be pre-populated with all values currently in use. That is the major drawback to that method, but I use it to 'clean them out' -- if after 6 months I haven't used Option X, there might be something wrong with my process or expectations.

.

For updating the Dropdown List options from a different sheet -- which would be easier for you, entering the list in a 'master' list (ie as the options in a Dropdown List column" or entering the list in cells in the column? Keep in mind that the other location needs to know two other things: the column name or ID and the sheet name or ID.

My current understanding is that this feature may be available in Control Center but won't be part of the general release. Likely ever.

Craig

Melissa Wells · 09/10/18

Thanks so much everyone! That is incredibly helpful

Andrée Starå · 10/17/18

Hi all,

This might help!

Here is a workaround that gives you the possibility to use lists of information and choose from that list inside a sheet (doesn't work with mobile, only desktop)

I'm utilizing cell-linking for this workaround. The main sheet is linked to the dropdown/list sheet.

Please see the attached link/screenshot for more information.

Example of dropdown/list

I hope this can be helpful for you!

Best,

Andrée Starå

Workflow Consultant @ Get Done Consulting

JeremiahHorstick · 11/05/18

www.ddupdate.com does it.

Editing a Drop Down List

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