Filter Database Options in Link to Database Custom Fields

TL;DR

Static selection filtering limits which database records appear in linked custom fields and request forms. It helps users see only relevant options, by filtering records using fixed column = value conditions only, making selection faster, cleaner, and more accurate.

• Overview
  • What is Database Options Filtering
  • How Database Options Filtering Works
  • Common Use Case
• How to Use a Static Filter
• Configure Filtered Datahub Fields in Request Forms
• How Filtering Works in Request Forms
• What’s Next?

Overview

Static selection filtering limits which records you can choose in a Link to Database field by applying a fixed filter to the linked database. Unlike dependent filtering, it doesn’t change based on another field’s selection. It always shows the same predefined set of records. This helps reduce irrelevant options, improve data accuracy, speed up selection, and make large datasets easier to use.

What is Database Options Filtering

When you have a large database connected to a custom field, users may see too many options when trying to pick a value. Static selection filtering helps by applying predefined rules so only relevant records are shown. 
It makes selection easier, faster, and more accurate by reducing clutter in the picker.

How Database Options Filtering Works

The field is linked to a database, but instead of showing all records, it shows only those that match a set filter.

Examples

• Hide archived records
  If the database contains active and archived items, the picker can be filtered to show only active ones.
  Example: do not show archived Subjects in the field picker.
• Show only records matching a specific field value

The available options can be narrowed using a fixed filter based on a predefined value.

Example: show only Subjects that belong to the Humanities category.

Other examples: show only records for a specific country, status, or department.

Common Use Case

Suppose you have a Subjects database linked to a custom field:

• Without filtering: users see every subject in the database.
• With static selection filtering: users only see subjects that meet certain conditions, such as:
  • status is not archived
  • category matches the chosen category

How to Use a Static Filter

1. Set up your databases
   Make sure your database is ready to be used as the source for a linked custom field.
2. Add an “In-use” column
   Create a column such as In-use to indicate whether a subject is active or archive.

3. Configure the custom field
   Open the Link to database 1 custom field you want to edit.
4. Add filters based on database columns
   Apply one or more filters to control which records appear in the field picker.

5. Add a status filter
   Include a filter using the column and value you want, such as:
   In-use = active 2.

   

6. Refine subject options with layered filters
   Here, in addition to the static filter, you can also add a dynamic filter for Subjects that updates the available options based on the selected Curriculum and Category of Study 3 . This two-layer filtering helps show only relevant, context-specific subjects. Learn how to add a dynamic filter here.
7. Save the field
   Click Save 4  to apply the filters to the custom field.

Configure Filtered Datahub Fields in Request Forms

When you configure a request form and map a question to a Datahub field, any filters set on that field apply only to the form submitter’s view. In the form builder/editor, form admins will still see all existing options from the database.

How Filtering Works in Request Forms

• A static filter limits the list to records that always match a fixed condition while submitting the form, such as showing only active options.

Example

If you set:

• Static filter: In-use = active

Then the user will see only active subjects.

What’s Next?

• Dependent Filtering by Link to Database Fields in Request Forms