> ## Documentation Index
> Fetch the complete documentation index at: https://docs.terminus.app/llms.txt
> Use this file to discover all available pages before exploring further.

# Automated picklist

> Build a dropdown whose options come live from another taxonomy's approved records and grow on their own as records are approved.

<Info>
  **Goal:** a dropdown whose options are the approved records of another taxonomy, so the list grows on its own as new records are approved, with no governance-model change. With one level it is a plain dropdown. Add more levels and it becomes a cascade.
</Info>

## What you'll build

A `client` dropdown on a **Campaigns** taxonomy whose options come from the records of a **Clients** taxonomy. Picking a client stores its code; when a new client is approved, it shows up in the dropdown automatically.

This recipe builds the plain, single-level case first. The last step shows how to add a second level to make it a cascade.

## Prerequisites

* A governance model you can edit and permission to publish it.
* A workspace where you can create and approve submissions.

## Steps

<Steps>
  <Step title="Create the source taxonomy">
    Create a **Clients** taxonomy with a stable code field (a [Terminus ID](/reference/fields/terminus-id) field, or any field marked unique) plus a [Text](/reference/fields/text) field `client_name` and an `industry` field. Assign it to a workspace.

    <Tip>
      Use a unique field for the value the picklist reads. If two records share the value the level reads, options can be skipped or look like duplicates. The editor warns you when the root level's field has no uniqueness check.
    </Tip>
  </Step>

  <Step title="Add and approve some source records">
    Create a few Clients submissions and **approve** them. An automated picklist reads the source taxonomy's approved records, so there has to be data here before the dropdown shows anything. Drafts do not count.
  </Step>

  <Step title="Create the automated picklist">
    In **Picklists**, add an **Automated** picklist. Set its **Source taxonomy** to `Clients`. The editor shows the source taxonomy's records in a grid so you can see what the options will be.
  </Step>

  <Step title="Add the level that supplies the options">
    Click **+ Level** and choose the field whose values become the option codes, for example the Terminus ID or `client_name`. This is the single level (`levels[0]`). Optionally set its **label field** so submitters see a friendly name while the code is stored. A single level makes a plain, non-cascading dropdown.
  </Step>

  <Step title="Carry extra context (optional)">
    In the **Advanced** section, add `industry` as an additional field. Additional fields ride along on the chosen option as read-only context from its source record, which is useful for reporting. They never narrow the list.
  </Step>

  <Step title="Create the dropdown field">
    In **Fields**, add a **Dropdown** field named `client` and set its picklist to the Clients automated picklist.
  </Step>

  <Step title="Attach and publish">
    Add the `client` field to the **Campaigns** taxonomy and publish the governance model.
  </Step>

  <Step title="Make it a cascade (optional)">
    To narrow clients by a parent value, add a second level. Click **+ Level**, pick `region` as the root (`levels[0]`), and keep the client field as `levels[1]`. Then add a `client_region` dropdown field, set the `client` field's **Depends on** to it, and the client list narrows to the chosen region. See [Cascading dropdowns](/recipes/cascading-dropdowns).
  </Step>
</Steps>

## Worked example

A single-level automated picklist sourced from a `Clients` taxonomy, plus the field that uses it:

```yaml theme={null}
- id: clients_picklist
  name: Clients
  type: automated
  source_taxonomy_id: clients_taxonomy
  settings:
    levels:
      - { source_field_id: client_id, label_field_id: client_name }
    additional_fields: [industry]

- name: client
  type: dropdown
  settings: { picklist_id: clients_picklist }
```

Each level is `{ source_field_id, label_field_id? }`. Here the dropdown shows `client_name` while the record stores the `client_id` code. The chosen client's `industry` rides along on the submission.

## Verify

* Open a new Campaigns submission. The `client` dropdown lists every approved Clients record, shown by `client_name`.
* Select a client. The stored value is that client's code (its `client_id`), not the label.
* Approve a brand-new Clients record, then reopen the Campaigns form. The new client appears in the dropdown with no model change.

## Gotchas

* **Options come from approved records only.** If the dropdown is empty, add and approve source records first. Drafts and rejected submissions do not feed the list.
* **Deleted source records drop out; other statuses stay.** The list includes every source record except those whose status is `deleted`. To remove an option, delete the source record.
* **The source value should be unique.** The option code is the value of the level's `source_field_id`. If many records share that value, options are de-duplicated to one, which can hide records. The editor warns when the root level's field has no uniqueness check. Prefer a Terminus ID or a unique field.
* **Submitters cannot add options.** `allow_additions` does not apply to automated picklists, because their options come from records. A new value appears only when a record carrying it is approved. If submitters need to coin values inline, use a [static picklist](/reference/picklists/static) with `allow_additions`.
* **The source taxonomy cannot be the field's own taxonomy.** An automated picklist cannot source from the taxonomy that contains the field using it.
* **A chosen option keeps a snapshot of its source record.** The selected option carries the source record as it looked at submission time, so later edits to that record do not rewrite past submissions. New submissions read the current record.

## Related

* [Automated picklist reference](/reference/picklists/automated): full `settings.levels` model and behavior.
* [Cascading dropdowns](/recipes/cascading-dropdowns): adding a second level to narrow the list.
* [Terminus ID field](/reference/fields/terminus-id): the usual choice for the level's source field.
* [Dropdown field](/reference/fields/dropdown): the field that points at the picklist.
* [Records](/reference/records): the approved source data automated picklists read.