Multi-select picklists are a field type in Salesforce. Many Salesforce admins use them because they allow users to select more than one value. This gives flexibility when a single option is not enough. Since multi-select picklists are part of Salesforce objects, admins often need to manage them with validation rules. iBirds Services brings a simple guide that explains how validation rules work with multi-select picklists.
What Is a Multi-Select Picklist?
A multi-select picklist is a Salesforce field where users can pick multiple values at the same time. For example, a sales team can choose both hardware and software in one field. In comparison, a standard picklist allows only one value. Multi-select picklists are helpful, but they can also be tricky when setting up rules.
Validation Rules: Basic Idea
Validation Rules in Salesforce check data entered by users. If the data does not meet set conditions, an error message stops the save process. With multi-select picklists, admins use the INCLUDES function. INCLUDES looks at the values chosen in the picklist and checks if a specific option is selected. Along with INCLUDES, admins also use other functions like ISBLANK, AND, OR, and NOT. These functions help build strong rules that improve data quality.
Example 1: Select at Least Two Items
Sometimes, admins need users to select more than one option in the picklist. By assigning a value to each choice, the rule can add them up. If the total is less than two, the system shows an error. This way, users cannot save unless they pick more than one item.
Example 2: Select Two Linked Items Together
In some cases, one product must always be sold with another. For example, if a user selects hardware, then hardware support must also be selected. A validation rule checks this condition using INCLUDES. If hardware is chosen without support, the system shows an error.
Example 3: Restrict Certain Items for Certain Countries
Admins can also block some products for specific countries. For example, if a software license is not allowed in the United States or Canada, a validation rule will stop the user when that choice is made. This rule combines INCLUDES with country conditions.
Example 4: Require a Selection if Probability Is High
Another common case is requiring a picklist choice when a field like Probability is 50% or more. For this, admins use the ISBLANK function. If the picklist is empty and the Probability field is greater than or equal to 50, the system shows an error message.
Example 5: Require One Product and One Service
Sometimes, the picklist contains two groups of values, such as products and services. A validation rule can force users to pick at least one product and one service. If only a product or only a service is chosen, the system shows an error. If both are selected, the record saves without issue.
Final Thoughts
Multi-select picklists are not always simple, but with the right validation rules, they become useful. The INCLUDES and ISBLANK functions help admins control data entry in Salesforce. iBirds Services recommends practicing these rules in a sandbox before using them in a live org. With regular use, admins gain confidence in handling multi-select picklists. Even if you do not create these fields often, it is likely that you will work with them in Salesforce at some stage. Having clear validation rules makes sure that the data remains clean and reliable.
FAQs
Q1. What is the use of Validation Rules in Multi-Select Picklists?
Validation Rules make sure users follow correct data entry when using Multi-Select Picklists. They help stop wrong or incomplete selections in Salesforce.
Q2. How does the INCLUDES function work with Multi-Select Picklists?
The INCLUDES function checks if a specific value is selected in the picklist. If the condition is true or false, Salesforce shows an error message as per the rule.
Q3. Can we make a picklist required only in some cases?
Yes, admins can use ISBLANK with other conditions. For example, if a Probability field is more than 50% and the picklist is empty, Salesforce shows an error.
Q4. Can Validation Rules control linked products and services?
Yes, admins can create a rule that requires users to select one product and one service. If only one type is selected, the system shows an error message.Q5. Why does iBirds Services suggest using Sandbox first?
iBirds Services recommends testing validation rules in Sandbox so admins can avoid mistakes in live data. Once rules work fine in testing, they can be used in the main org.