Filtering by Link to Database Fields in Request forms
|
Availability: Pinnacle. ; Unavailability: Free, Team, Business, Enterprise; |
Important
The conditional filtering logic between Link to Database Custom fields works only in Request forms. This functionality is not available in other areas of the workspace.
Filtering in Link to Database allows you to create dynamic, dependency-based selection experiences in your Request forms by connecting related databases. As users make selections, each choice filters the options in the next field, creating a more intuitive and efficient form-filling experience.
-
Efficiency: Eliminates irrelevant choices and speeds up data entry.
-
Accuracy: Prevents users from selecting incompatible options.
-
Personalization: Tailors the user experience according to needs and context.
-
Scalability: Particularly useful for large, interdependent databases (e.g., education, HR, inventory).
Below is a high-level overview. For detailed steps on setting up Databases and Link to Database fields, read further.
-
Establish Database Dependencies: Link your databases, so each selection determines the options shown in the next field - Countries to Cities, and then Cities to Signature Dishes.
-
Configure Custom Fields with Filtration Rules: Add Link to Database custom fields based on your Databases and set conditions so users see only options relevant to their previous selections.
-
Use in Request Forms: Add the configured custom fields to your form. As users make selections, each choice narrows the options available in the next field.
With this feature, you streamline data selection, reduce user error, and ensure your forms are personalized and efficient.
Example Use Case:
Create a Request form where users select a country, then a city, and finally a signature dish, with each choice filtering the next based on linked databases.
To display only relevant options in request forms, first link your databases to each other.
Database Structure
-
Country Database:
-
Stores a list of countries you can plan to visit.
-
-
City Database:
-
Keeps a list of cities available for you to explore when visiting a specific country.
-
-
Food Database:
-
Lists the signature dishes available in each city.
-
Steps to follow for setting up databases
-
Begin by creating databases: Country, City, and Famous Food 1.
-
Add countries list 2 to the Country database.
-
Enter city information into the City database, add a link to the Country database to the City database so you can identify which cities belong to each specific country 3.
-
Next, create a food database by adding signature dishes and linking it to the city database, allowing you to see which City every signature dish belongs to 4.
-
The Country column in the City database and the City column in the Food database will serve as filters, ensuring that form fields show only the relevant records based on your selections.
Link to Database fields allow users to select records from a database as custom field values for tasks and projects. They can further be configured to filter options in request forms based on the links between the the databases they are selecting from.
In your space with the relevant databases, create custom fields for Destination Country, Destination City, and Signature Dish.
-
Click the Fields 1 button or the + Add column 1 button to create a new custom field.
-
From the dropdown menu, select + Custom field 2.
-
Enter your desired Field name 3 and choose Link to database 4 as the field type.
-
If you want to enable multiple selections in a Custom field and map it to a Multiple answers question type in request forms, select the Link multiple records checkbox 5.
-
Scroll down to the Link database section and use the Search databases bar 6 to find and select the appropriate database.
-
Once you've selected your database, click the Create 7 button to add your Link to database custom field.
-
Find the custom field where you want to add a filter condition, then click the three-dot 1 menu beside its title.
-
From the dropdown, choose Change field settings 2.
-
In the settings panel, under Linked Database, check box 3 to enable the Show only selected database records option.
-
After enabling this, a Conditions window will appear where you can:
-
Select columns from the database (such as City) 4.
-
Select the appropriate custom field to filter values for each column. For example, choose the Destination City 5 custom field for the City column to identify the Signature Food from that city you can try.
Note
The filters correspond to the columns in the Food database you set up earlier.
-
-
When you’re finished configuring your filters, click Save 6 to apply your changes.
Note
You can set up a filter for the City field based on the Destination Country choice in the same way you filter the Food field. This allows you to show only relevant cities to the form submitter based on their selected country.
Create your request form and map Link to Database custom fields as response options for single or multiple answers questions, ensuring requestors are presented with targeted, relevant options.
Note
A field will act as single-select or multi-select depending on whether the Link multiple records option is checked:
If the checkbox is disabled, use the Single Answer question type.
If the checkbox is enabled, use the Multiple Answers question type.
Let’s explore another example that illustrates how choosing a particular curriculum determines the available categories of study, along with the specific subjects offered within those categories. For instance, when you select a specific curriculum - such as Central Board of Secondary Education (C.B.S.E) - you will be presented with a set of academic categories like Language & Literature, Physical Education, and Social Studies. Within each category, you'll find a tailored list of subjects relevant to both the selected curriculum and category. For example, in the C.B.S.E curriculum, choosing the "Social Studies” category offers subjects such as Economics, General Knowledge, Geography, and History, while selecting the “Physical Education” category provides options like Cricket and Judo / Karate. This structured approach ensures that students have access to a curated selection of subjects that align with the requirements and philosophy of their chosen educational framework.
To systematically determine which subjects are associated with a specific curriculum and category of study, it's helpful to design an interconnected database structure. This setup ensures efficient management, quick retrieval, and easy filtering of curriculum content. Here’s a step-by-step guide:
Curriculum Database:
Start by creating a database table named Curriculum 1. This will house various educational curricula such as C.B.S.E (Central Board of Secondary Education), I.C.S.E (Indian Certificate of Secondary Education), IB DP (International Baccalaureate Diploma Programme), and others. Each entry represents a distinct curriculum framework.
Category Database:
Next, set up a Category 2 database. Categories group subjects under broader fields of study such as Science, Mathematics, Social Studies, Languages & Literature, and Physical Education. In this table, add a relational field to link each category to a specific curricula 3 using Link to database field. If a category exists in more than one curriculum, you can link all of them without any problem.
Subject Database:
Create a separate Subject 4 database to list all available subjects, such as History, Mathematics, Geography, Economics, Physics, English, and Environmental Science, etc. In this table, use the Link to database option to associate each subject with its corresponding curriculum and category databases 5.
Since a single subject can fall under different categories or curricula, the Subject table will cross-reference the Curriculum and Category databases. Each row in the table explicitly maps a subject to a specific category and curriculum. For example:
-
Physical Chemistry (Subject) - Science (Category) - C.B.S.E (Curriculum)
-
Organic Chemistry (Subject) - Science (Category) - I.C.S.E (Curriculum)
This mapping accounts for variations between curricula. For instance, while both C.B.S.E and I.C.S.E may list "Chemistry" under "Science," the specific topics or subjects (Physical Chemistry, Organic Chemistry) could differ based on curriculum guidelines.
-
-
Create custom fields: Curriculum, Category of Study, and Subjects 1.
-
Ensure you have separate databases for each field type (e.g., Curriculum Database, Category Database, Subject Database).
-
-
Link Custom Fields to Databases
-
In data structure, link each custom field to its relevant database (e.g., link the Subjects field to the Subject database) 2.
-
-
Configure the Linked Database Field Settings
-
Go to the field’s settings and locate the Linked Database section.
-
Check Show only selected database records in the field 3.
-
This enables a condition builder where you can specify which records appear, filtered by your selected criteria (e.g., Curricula, Category).
-
-
Set Filter Criteria
Within the Conditions window:
-
Implement a filter for Category of Study 4 that dynamically displays options based on the currently selected Curriculum 5. This ensures you only see categories relevant to their chosen curriculum, streamlining the selection process.
-
Add a filter for Subjects 6 that refines available subject options according to both the selected Curriculum 7 and Category of Study 8. This two-layered filtering approach ensures that subjects shown are accurate and context-specific, improving user efficiency and data accuracy.
-
Click on Save 9 button to set filters to your custom fields.
Note
Filters such as Curricula and Category are the columns in the Subjects database.
-
Next, you'll need to create your request form. Include questions that capture information about the curriculum, study category, and available subjects - these details will allow users to specify which subjects they want to select based on a chosen curriculum and subject category.
Use the previously configured custom fields Curriculum, Category of Study, and Subjects, which already include their specific conditions - as selection options in the form.
Note
If a custom field is linked to only one record, use the Single Select question type.
If a custom field is linked to multiple records, use the Multiple Select question type.
Steps for Request Form Submission
-
Select Curriculum:
Choose the curriculum you're interested in (e.g., C.B.S.E, I.C.S.E, IB, etc.).
-
Select Category of Study:
Pick the category within your chosen curriculum (such as Science, Mathematics, Humanities, Language & Literature, etc.).
-
Select Subjects:
Based on your selected curriculum and category, you'll be presented with a list of available subjects. Choose one or more subjects you wish to study.
Note
-
Subject availability may differ depending on the curriculum and category selected.
-
The system will automatically filter and display only those subjects related to your previous selections.
-
You can select single or multiple subjects as per the curriculum’s guidelines.
-
Review your selections before submitting the request form.
-
User: Anushka, a high school student.
Goal: To select courses for the upcoming academic year based on her interests.
Step 1: Select Curriculum
Anushka logs into her student portal to complete her course enrollment request form. She is presented with a selection of available curricula: C.B.S.E, I.C.S.E, IB DP, and IGCSE. After carefully considering her options, Anushka chooses the C.B.S.E curriculum, recognized for its standardized national syllabus and strong focus on Science and Mathematics - areas that closely match her academic interests and future aspirations.
Step 2: Select Category of Study
After selecting her curriculum, Anushka is prompted to choose her area of interest. She is shown several categories, including Language & Literature, Mathematics, Physical Education, Science, and Social Studies. Interested in pursuing a career in Research, Anushka selects “Science” as her category.
Step 3: Select Subjects
Once Anushka selects the Science category within the C.B.S.E curriculum, the portal displays all available science subjects specific to that combination (e.g., Environmental Science, Physical Chemistry, and Physics). She decides to enroll in Physics and selects that subject from the list.
Result:
The portal confirms her selected curriculum, category, and subjects, ensuring that all of her chosen subjects align with her school’s offerings and grade requirements. Anushka submits the completed request form for review and approval by the academic counselor.