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Overview

Multi Select columns allow users to choose multiple values from a predefined list of options for each row. They’re ideal for situations where data points can belong to multiple categories simultaneously or have multiple attributes.

Unlike Single Select columns which restrict users to one choice, Multi Select enables the selection of any number of applicable options, making them perfect for tagging, feature lists, skill sets, and other many-to-one relationships. This flexibility allows for more nuanced categorization and powerful filtering capabilities.

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Column Display

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Cell View

Multi Select columns in cell view display multiple color-coded tags for each selected option:

When clicked, the sidebar provides a complete list of available options with checkboxes:

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Use Cases

  • Skills and capabilities

    • Professional skills: ‘Python’, ‘JavaScript’, ‘Project Management’, ‘UX Design’, ‘Data Analysis’
    • Software competencies: ‘Microsoft Office’, ‘Adobe Creative Suite’, ‘Salesforce’, ‘Tableau’
    • Languages spoken: ‘English’, ‘Spanish’, ‘Mandarin’, ‘French’, ‘German’
    • Certifications: ‘AWS Certified’, ‘PMP’, ‘Scrum Master’, ‘Google Analytics’

  • Product features

    • Software capabilities: ‘SSO’, ‘API Access’, ‘Custom Reporting’, ‘White Labeling’, ‘Mobile App’
    • Hardware specifications: ‘Bluetooth’, ‘Wi-Fi’, ‘USB-C’, ‘5G Compatible’, ‘Waterproof’
    • Service offerings: ‘Installation’, ‘Training’, ‘24/7 Support’, ‘Managed Services’, ‘Custom Development’
    • Package inclusions: ‘Basic’, ‘Standard’, ‘Premium’, ‘Enterprise’, ‘Add-ons’

  • Target markets

    • Geographic regions: ‘North America’, ‘EMEA’, ‘APAC’, ‘LATAM’
    • Industry verticals: ‘Healthcare’, ‘Financial Services’, ‘Education’, ‘Manufacturing’
    • Company sizes: ‘Enterprise’, ‘Mid-Market’, ‘SMB’, ‘Startup’
    • User roles: ‘Executives’, ‘Managers’, ‘Individual Contributors’, ‘Analysts’

  • Multiple categories

    • Content types: ‘Blog’, ‘White Paper’, ‘Case Study’, ‘Webinar’, ‘Press Release’
    • Product categories: ‘Electronics’, ‘Clothing’, ‘Home Goods’, ‘Beauty’, ‘Food & Beverage’
    • Event classifications: ‘Conference’, ‘Webinar’, ‘Workshop’, ‘Networking’, ‘Training’
    • Service types: ‘Consulting’, ‘Implementation’, ‘Support’, ‘Training’, ‘Maintenance’

  • Technology stacks

    • Frontend frameworks: ‘React’, ‘Angular’, ‘Vue’, ‘Svelte’
    • Backend technologies: ‘Node.js’, ‘Python’, ‘Java’, ‘Ruby’, ’.NET’
    • Database systems: ‘PostgreSQL’, ‘MongoDB’, ‘MySQL’, ‘Oracle’, ‘SQL Server’
    • Cloud platforms: ‘AWS’, ‘Azure’, ‘Google Cloud’, ‘IBM Cloud’, ‘Oracle Cloud’

  • Applicable regulations

    • Compliance frameworks: ‘GDPR’, ‘HIPAA’, ‘SOC 2’, ‘ISO 27001’, ‘PCI DSS’
    • Industry standards: ‘FDA’, ‘FINRA’, ‘FCC’, ‘EPA’, ‘DOT’
    • Certification status: ‘Compliant’, ‘In Progress’, ‘Exempt’, ‘Not Applicable’
    • Policy adherence: ‘Privacy Policy’, ‘Terms of Service’, ‘Accessibility’, ‘Environmental’

  • Relevant interests

    • Professional interests: ‘AI/ML’, ‘Digital Transformation’, ‘Cybersecurity’, ‘Sustainability’
    • Content preferences: ‘Newsletters’, ‘Webinars’, ‘Product Updates’, ‘Industry News’
    • Community involvement: ‘Open Source’, ‘Mentoring’, ‘Speaking’, ‘Research’
    • Personal development: ‘Leadership’, ‘Technical Skills’, ‘Communication’, ‘Project Management’

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Features

  • Multiple Selection: Choose any number of options per cell

    • Select zero, one, or many values for each record
    • No artificial limits on the number of selections
    • Combine related attributes in a single field
    • Add or remove selections without affecting other choices

  • Tag-Like Interface: Clean visual display of selected items

    • Compact pill/chip design for selected values
    • Horizontal scrolling for many selections
    • Easy-to-read format even with numerous values
    • Clear visual indication of selected vs. available options

  • Quick Filtering: Filter by any combination of selections

    • Filter for records that contain specific tags
    • Create AND/OR logic combinations (e.g., has ‘Python’ AND ‘JavaScript’)
    • Build complex multi-criteria filters
    • Save frequent filter combinations as views

  • Flexible Categorization: Address complex categorization needs

    • Create comprehensive taxonomies
    • Track overlapping categories and attributes
    • Build detailed classification systems
    • Capture all applicable attributes without limitation

  • Streamlined Selection Interface: Efficient multi-value selection

    • Type-ahead search to quickly find options
    • Checkbox selection for multiple choices
    • Keyboard shortcuts for power users
    • Batch editing across multiple records

  • Aggregate Analysis: Analyze option distribution

    • Count frequency of specific selections
    • Build charts showing option popularity
    • Track changes in option distribution over time
    • Identify patterns and correlations between selections

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Available Research Tools

Multi Select columns support the following research tools:

  • Basic Research: Quick fact-finding to identify appropriate tags and categories that apply to each entry
  • Advanced Research: In-depth analysis to comprehensively determine all relevant categories that should be applied to an entity

These tools can help you automatically populate multi-select fields by researching which options from your predefined list apply to each entry, providing thorough categorization without manual research.

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Configuration Options

When creating or editing a Multi Select column, you can configure these options:

  • Option List: Define the set of available choices

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Best Practices

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Option Design and Management

  • Create clearly distinct options to avoid confusion

    • Ensure each option has a unique, well-defined meaning
    • Avoid overlapping concepts that could create ambiguity
    • Use specific rather than general terms when possible
    • Consider adding option descriptions to clarify meanings

  • Use consistent naming conventions for options

    • Standardize capitalization and format across all options
    • Use similar grammatical structures (e.g., all nouns or all adjectives)
    • Keep names concise but descriptive enough to be clear
    • Document your naming conventions for team reference

  • Manage option proliferation

    • Periodically review and consolidate similar options
    • Archive unused options rather than deleting them (to preserve historical data)
    • Establish a governance process for adding new options
    • Create an option request process for team members

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Organization and Structure

  • Balance between comprehensiveness and usability

    • Aim for enough options to be precise without overwhelming users
    • Consider breaking very large option sets into multiple columns (e.g., ‘Technical Skills’ and ‘Soft Skills’)
    • Group related options together in the dropdown
    • Use dividers or headers to organize long option lists

  • Consider grouping related multi-select columns together

    • Keep related tag groups visually connected in your layout
    • Use consistent color themes across related tag groups
    • Create column groups for better organization
    • Document relationships between tag groups

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Usage Strategy

  • Choose the right column type for your data

    • Use Multi-Select for attributes that can have multiple values
    • Consider Single Select for exclusive choices (status, stage, primary category)
    • Use Boolean columns for single yes/no attributes instead of multi-select
    • Create a separate column for free-text notes related to selections

  • Define selection guidelines for users

    • Document what each option means and when to use it
    • Set expectations on the typical number of selections (e.g., ‘select 2-5 most relevant skills’)
    • Create rules for mandatory vs. optional selections
    • Provide examples of proper tag usage for different scenarios

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Data Analysis and Reporting

  • Optimize for filtering and searching

    • Create saved views based on common tag combinations
    • Build dashboard widgets that reflect tag distribution
    • Use tag combinations to create dynamic segments
    • Consider how tags will be used in reporting before creating them

  • Use standardized options across related sheets for consistency

    • Create a central list of approved tags for organizational use
    • Maintain the same option set across related workspaces
    • Synchronize color schemes between workspaces
    • Create documentation explaining your tagging taxonomy

  • Consider data export and integration needs

    • Plan how multi-select data will be used in external systems
    • Determine how multi-value fields will transform in exports (e.g., comma-separated)
    • Test integration behavior with downstream systems
    • Document any limitations for multi-value fields in connected tools