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Pickers filter data based on a number of different factors to allow for snappy response times. The first way is by the referenced record in the label. The second is if the records are set to Active or Inactive. The third way is the context of the Picker.
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enable improved performance.
Referenced Record
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The label of the Picker will tell the User what data the Picker will select from. This is different than the Picker's context because the context of the Picker will be a more specific set of data based on the label.
Active vs Inactive records
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Setting a record to 'Inactive' will prevent any related Pickers from selecting that data. For example, if there was a Contact of "John Doe" in the Workers/Contacts grid that we did not want to show up as a select-able record in PCR-360 we could simply set that record to Inactive and any Contact pickers will automatically NOT display "John Doe" as a record that can be searched or found with a Picker. This is a great method for hiding old data that is grandfathered in but should be no longer used moving forward. An example of this would be an old Phone set type in the Equipment Catalog, that is still installed in the organization, but that should not be installed moving forward because of a business design decision to phase out its use.
Picker Context
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Pickers also filter the data in their grid based on the association that is related to the Picker. For example, the 'Replaced Equipment' picker (which can appear on the Service Desk Equipment form) will only have the Equipment that is already associated with the given Service. There are numerous examples of Pickers filtering based on their context. However, the context is always related to the specifics of the Picker, based on its label.
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