Dropdown, Multi-select dropdown, Checkbox, & Checklist

Modified 7 months ago

Kiruthika

The Dropdown field allows users to select one option from a set of values in the form, sourced either from a list or a dataset field respectively.

Settings

You can choose to load the dropdown from a static list or a dataset field based on your business requirements. Choose a List or a Dataset as your preferred data source under the Select a data source field. If you are not sure about which data source will suit your requirements the best, you can refer to this article to learn more.

Sourcing data from a List

Under Select a data source, select List to load data from a list. You can select an existing list or click Create a list to add a new list from scratch. When you create a new list, enter the name of the new list in the text field that appears below the search bar and key in its values in the List of items section that appears to your right side.

When you modify the values of an existing list, the changes will reflect in all the flows that refer to the list that you modify.
Sourcing data from a Dataset

Choosing a dataset field as your dropdown's source has a few significant advantages over a list. When you can display only a static set of values using a list, you can achieve both static and dynamic display of values if the source is a dataset field. You can create dependent dropdowns with dynamically changing values based on other dropdown values or field conditions when the source is a dataset field. However, you can also configure the dropdown to behave as a simple list if you want to.

Populating dropdown with values from a single dataset field
  1. Under Select a data source, select Dataset to load data from a dataset field.
  2. In the next page, search your preferred dataset under the Available datasets section. If the dataset is available, click it once to see the list of available fields in it. Otherwise, you can create a new dataset from scratch by clicking +Create a dataset and use it to configure the dropdown right away. Click Edit dataset to modify the values of the chosen dataset as necessary.
    Please note that you must have at least one field in your dataset with values in order to configure the dropdown immediately. However, you can go back to the specific dataset and populate values anytime you want and resume with the configuration later.
  3. Next, click the preferred dataset field from the Choose a dataset field panel to view the list of unique values in the field. You will see only the unique values of the dataset field under Dataset field values and only the first 50 values are usually listed for preview purposes. You can however access the entire dataset with its original values separately.
  4. Click Select when you are done.
You can add filter conditions against a specific static value or another dropdown value and make the dropdown dynamically change values based on the user's selection in the live form.
Validations

There are 2 types of validations you can use with a dropdown field:

  • Equal to 
  • Not equal to

Adding filter conditions in your dropdown

After configuring the data source of your dropdown, you can choose to add filter conditions and limit the data that will be displayed in the dropdown if you wish to.

Click Add filter to populate the dropdown based on specific conditions. You can either filter the dataset values against a constant value, a single dataset field(without filter conditions), or multiple dataset fields linked by filter conditions as necessary.

Filtering values based on a constant value

To filter the dataset field values based on a specific value, set the filter condition as follows:

Filter condition format

Example condition

[<Select field name>] [Equal to] [Value] [Enter value]

Country :: Equal to :: US

The above condition will display only the states in the US in the live form.

Creating a dependent dropdown

To filter the dataset field values based on any value chosen in another dropdown, set filter conditions choosing the field name instead of keying a specific value. You can also add as many conditions as you want until you achieve the desired results.

[<Select field name>] [Equal to] [Field] [Select field name]

  1. Create a dropdown State to display states based on the country chosen from the Country dropdown. 'State' is the first dependent dropdown.
  2. Under Select a data source, select Dataset.
  3. Search for the Location Master Jan 2022 dataset and select the State field.The following screen recording is an example of how the State dropdown will list the states belonging to the country chosen by the user in the form:
  4. Create another dropdown City to list all the cities based on the country and state chosen by the user. 
  5. Select the same dataset Location Master Jan 2022 as its source and choose the City field. Add the following filter conditions to configure the City dropdown to dynamically change values based on the values chosen in the Country and State dropdowns.
You can create dependent dropdowns using datasets and filters only. The List mode helps you to load data only from a static list so make sure to choose a dataset as the data source for your dropdown whenever you have certain field validations that will impact the dropdown values in your requirement.

Multi-select dropdown

The Multi-select dropdown field allows users to select more than one option from a dropdown in the form.

Settings

Under Select a list, choose an existing list or click Create a list to add a new list from scratch. When you create a new list, enter the name of the new list in the text field that appears below the search bar and key in its values in the List of items section that appears to your right side.

When you modify the values of an existing list, the changes will reflect in all the flows that refer to the list that you modify.

Checkbox field

The Checkbox allows users to check more than one option from a list of options in the form. 

Settings

Under Select a list, choose an existing list or click Create a list to add a new list from scratch. When you create a new list, enter the name of the new list in the text field that appears below the search bar and key in its values in the List of items section that appears to your right side.

To set a default value for the checkbox field, select a relevant option under Default selection.

When you modify the values of an existing list, the changes will reflect in all the flows that refer to the list that you modify.

Validations

There are 4 types of validations you can use with a dropdown field:

  • Minimum number of selections
  • Maximum number of selections
  • Selection should contain (one value that must be present)
  • Selection should not contain (one value that must not be present)

Checklist field

The Checklist allows users to check off several options from the list.

Settings

Under Select a list, choose an existing list or click Create a list to add a new list from scratch. When you create a new list, enter the name of the new list in the text field that appears below the search bar and key in its values in the List of items section that appears to your right side.

Enable the Users can add their own checklist values option to let the form users add values of their choice to the list on their forms. However, the values added by them will not be added to the primary list. Similarly, you can enable the Users can delete checklist values option to let them delete a few checklist values as necessary.

Validations

There are three types of validations you can use with a dropdown field:

  • Minimum number of selections
  • Maximum number of selections
  • Select all (the user must check off all the values)

Expressions for list fields

You can’t use an expression to create a value in a list, but you can use the values in other expressions

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