Changing the Cap on Drop-down Lists

If you cannot display in a business-data field list all the items you need to see, it is possible to reset the default cap so that the system displays the number of items you need.

To change the cap on items displayed in a drop-down list:

Select View > User Preferences.
In the List Record Cap area, select the option you want to specify the new cap:
- Use Default: The system uses the system default cap, usually 200 records.
- Retrieve All: The system retrieves all records that meet the specified search criteria.
  Caution: Consider carefully before selecting this option. Unlimited retrieval of a list of items can degrade system performance.
- Use Specified Max: Specify the maximum number of records you want to be able to retrieve
Note that transferring data for a large number of items to your system can degrade performance.

If the Use Default option is selected, -1 is displayed in this field. If the Retrieve All option is selected, 0 is displayed here.
Click OK.
To refresh a list, type a wildcard character (an asterisk * by default) in the list box and then click the drop-down arrow.
See Using Wildcards.

Note:

System administrators can override the Retrieve all or Use specified max setting with a system-wide maximum record cap. So, for example, if you set the record cap to display up to 500 items, but the system administrator has set a system-wide maximum of 250, the greatest number of items you can actually display is 250.
The cap you designate applies only to business-data lists. See About Lists in Fields.
Any change you make to the cap lasts only until you exit the application. The next time you open the application, the default cap is in effect.