Dynamic Picklist (v2) 


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Overview

Dynamic Picklists are multiple-choice questions that get their list of choices directly from Salesforce. Values are populated from Salesforce when the form loads, so the choices in your picklist always stay current without having to refresh the schema. 

You can configure your Dynamic Picklists to get their list of choices from:

  1. Salesforce Picklist Field

  2. Salesforce Object Lookup (Basic)

  3. Salesforce Object Lookup (Advanced)


Requirements

To use Dynamic Picklists, you will need:

  • Permission to use the Dynamic Picklist feature (controlled by your FormAssembly administrator)

  • An Enterprise or Cloud Compliance plan

  • Access to a Salesforce instance.

Learn more about user roles and permissions.


Setup a New Dynamic Picklist

  1. Add a Drop-Down Menu field to your form

  2. Click on the field and choose Choices

  3. Click Salesforce Dynamic Picklist

  4. Select your existing authorization or connect to a new account

  5. Click Next

  6. Select your Choices source by clicking on the Get choices from the dropdown box

    • Salesforce Picklist Field

    • Salesforce Object Lookup (Basic)

    • Salesforce Object Lookup (Advanced)

This information could be records for that object, or particular picklist included on the object.

Update a Dynamic Picklist v1 Field

If you have an existing field in your form that was set up using our previous version of Dynamic Picklists, here are a few things to note:

  1. The only action needed to switch from the older version of the feature to the newer version is to enter into the Form Builder. 

  2. Existing Dynamic Picklist fields will continue to work as expected and all of your existing Prefill settings will migrate over.

  3. When you edit a field that was setup in Dynamic Picklist v1, you will see a new interface and can adjust your settings as needed. 

IMPORTANT NOTE:  While we worked hard to consider as many Dynamic Picklist setups as we could, every customer is unique and there is a chance that the migration process we created to streamline the feature integration did not account for your custom setup. Thus, we highly recommend reviewing any live forms using the Dynamic Picklists feature to confirm the field for fields are working as expected.


Salesforce Picklist Field

  1. Choose Salesforce Picklist Field from the Get choices from dropdown box

  2. Choose your field from the Picklist Field dropdown box

  3. Enable or disable the Allow Free Responses toggle if you'd like to allow or not allow respondents to enter information in your Dynamic Picklist

  1. Click Next

  2. You'll now see a preview of the data retrieved in your Dynamic Picklist.  

  3. Click OK to save your Dynamic Picklist

  4. Save your form.

Salesforce Object Lookup (Basic)

  1. Choose Salesforce Object Lookup (Basic) from the Get choices from dropdown box

  2. Choose your field(s) in the Return the following field(s) dropdown box

  3. Add conditions and sorting specifications if needed

  4. Enable or disable the Allow Free Responses toggle if you'd like to allow or not allow respondents to enter information not in your Dynamic Picklist

  5. Click Next

  6. You'll now see a preview of the data retrieved in your Dynamic Picklist.  

  7. Click OK to save your Dynamic Picklist

  8. Save your form.

Salesforce Object Lookup (Advanced)

  1. Choose Salesforce Object Lookup (Advanced) from the Get choices from dropdown box

  2. This is a more advanced option that allows you to write a query to pull data into your Dynamic Picklist.

  3. Enable or disable the Allow Free Responses toggle if you'd like to allow or not allow respondents to enter information not in your Dynamic Picklist

  4. Click Next

  5. You'll now see a preview of the data retrieved in your Dynamic Picklist.  

  6. Click OK to save your Dynamic Picklist

  7. Save your form.


Case Scenarios

Choices from Salesforce Object Lookup Results

  • Angela is creating a form that will link new business to existing accounts. She already uses the standard Account object to store and manage account information in Salesforce. By using a Dynamic Picklist, she can create a field on her form that will show a choice for each record in her Salesforce instance. As she adds and removes records in Salesforce, the choices on her live form will automatically update.

Choices from Salesforce Picklist

  • Amit uses lots of different forms to facilitate student registration. Each of his forms needs a field for the anticipated start term, but the list of available choices changes every semester. By using a dynamic picklist, Amit can populate the “Anticipated Start Term” field with a list of choices from his “Anticipated Start Term” picklist in Salesforce. When Amit updates his picklist in Salesforce, it will automatically update on every one of his forms using that dynamic picklist. 


Dynamic Picklist Limits

Dynamic Picklists do not currently have a limit on the number of values it will pull in.

NOTE:  Prefilling over 2000 records will potentially cause slower than normal loading times and impede form performance.  We recommend adding additional criteria to narrow down prefill results or to use more than one field or fields to show your results.

Please keep in mind that there is also a Salesforce API call limit that will limit your findings. For more information on your account-specific API call limits, please refer to Salesforce

Dynamic Picklists now have the option of restricting values.  You'll be able to toggle the switch to allow or not allow outside values from respondents.

  • In the dropdown list on the live form, you will see the first 39 results until you define the query further by typing in a letter.

    • Example:  Your list has 200 countries.  When you look at the form, it will show the first 39 of the list.  If you type in a letter, say A, it will show the first 39 items that start with A.

Dynamic Picklists cannot be used in conjunction with conditional questions or menu dependencies.


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