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Drop-down lists are used for fields that have a limited number of selections such as marital status and family deacon. Some fields have preset selections to which you may add, while additional, user-defined, drop-down lists contain only the selections that you create.

You can customize the information found in the drop-down lists for user-defined list fields by adding new selections, renaming existing selections, or deleting selection items that are no longer relevant to your church or organization.

Entering Numeric Values

When you create a new list field and want to use numbers, enter leading zeros so the numbers sort correctly. For example, if you enter 1, 10, 15, 2, and 20, you may want to enter these values as 01, 02, 10, 15, and 20 to sort correctly.


Why should I customize drop-down list items?

Customizing drop-down list options lets you track data in ACS more effectively.

Suppose you enter newcomers' information in ACS, and you discover that many individuals who complete an Individual Request for Information form do not specify if they are married, single, divorced, separated, or widowed. You could add a drop-down list item for Not Sure. When entering data, select that option for anyone who leaves their marital status blank on the form.

In addition, you could rename items in a drop-down list if you find that something is misspelled, or if the current field name has a slightly different meaning from how everyone on your staff interprets it. Renaming items in a drop-down list renames them for every ACS user within your church or organization.

You can also delete items from drop-down lists if no one on your staff uses that selection, or if you added an item by accident. After you delete a drop-down list item, that field will be blank for any records where that field was populated with the item you deleted.

 To add a selection item to a drop down list
  1. Under Advanced Tools, click the Define Lists tab.
  2. In the drop-down list, select People and click Go .
  3. From the Fields column, select the Lists field you want to add a list item to. You can find list fields under the Individual and Family sections.
  4. Click Add.
  5. In the Field Description field, enter the field value and click OK. To add additional selections, select Add Another, then click OK
  6. Repeat steps 4 and 5 to continue adding items, or click Close to exit Define Lists.
 To rename an item in a drop down list
  1. Under Advanced Tools, click the Define Lists tab.
  2. In the drop-down list, select People and click Go .
  3. Under Fields, select the Lists field which includes the list element you want to edit. You can find list fields under Individual and Family.
  4. In the right pane, select the element you want to edit, then click Edit.
  5. In the Field Description field, edit the description for the item and click OK. All records are updated to reflect this change.
  6. Repeat steps 4 through 5 to continue editing items, or click Close to exit Define Lists.
 To delete an item from a drop down list
  1. Under Advanced Tools, click the Define Lists tab.
  2. In the drop-down list, select People and click Go .
  3. Under Fields, click the lists field which includes the list element you want to delete.
  4. In the right pane, select the element you want to delete, then click Delete.
  5. When the confirmation message displays, click Yes.
  6. To exit Define Lists, click Close.