About Select Field Value Filtering

Select Field Value Filtering is a feature that enables platform Admins to control which values appear in one select field based on the value selected in another when users are filling out forms.

This feature is useful if you have a select/dropdown field whose values/options might be dependent on the values selected in a previous select field. For example, perhaps your organization offers various Product options, but these options are related to specific regions or brands. With this feature, you can control which product options appear in the dropdown field based on what region/brand was selected in the form. This helps keep your forms clean and your Risk Rules consistent.

Key Benefits

• Helps maintain a cleaner, simpler experience for users filling out forms: Users will only see and be able to select values that are relevant based on a previous selection in your forms. This helps guide users to select options that are truly applicable, thus reducing confusion or error.
• Reduces Risk Review errors due to incorrect field selections: For Marketing Compliance/Content Risk Review customers, users will only see those values relevant to their selection made in another, related select field. This helps ensure that the correct rules fire and the correct risk feedback gets relayed to your users.

Feature Capabilities

• Parent and child cascades: a parent select field drives which values appear on a child select field on the same page or stage of the form.
• Up to 5 levels deep: chains of cascades across multiple select fields are supported, and multiple independent chains can run on the same page.
• Multi-select parent support: when the parent allows multiple selections, the child shows the combination of values mapped across those selections.
• Works with all select field type options: you can set this up on single/multi dropdowns, radio buttons, or checklist types.
• Added to existing fields: Value Filtering is a property added to existing select fields — it is not a new field type. Existing forms keep working exactly as they do until filtering is explicitly configured.
• Safe configuration: per-link save and confirmation prompts before removing a parent mapping protect administrators from accidental loss of configuration.

What End Users Experience

When Select Field Value Filtering is configured on a form, end users do not need to do anything differently to use it — the form guides them automatically.

• The user selects a value in the parent field (for example, a Region or Brand).
• The child field (for example, Products) immediately updates to show only the values relevant to that parent selection. Values that do not apply to the chosen region or brand are hidden.
• If the user changes the parent selection, the child field resets and shows the values for the new selection.
• If the parent is cleared, the child returns to showing no filtered values until a parent is selected again.
• If a child field is marked required, the user must select a parent value first before the child will have options to choose from.

How to Configure

Note that these steps are for enabling Select Field Value Filters on new databases and forms that do not yet have live records. If you are working with an existing form, refer to the When to contact Support section first.

Select Field Value Filtering is set up across several steps in IntelligenceBank. The order matters — each step must be in place before the next can be configured.

Step 1: Create your Filters

Navigate to the Admin > Filters area of the platform and create a filter for each select field you are adding to the form. For a Region/Product setup, you would create a Region filter (listing all regions) and a Products filter (listing every possible product across all regions — the full combined list). Do not create separate filters per region; the mapping step in Custom Form Editor handles the narrowing.

Step 2: Enable the Filters for Custom Forms

Enable both the parent filter (for example, Region) and the child filter (for example, Products) for Custom Forms in the Filters area. Then, save your Filters.

Step 3: Add the parent and child Select Fields in Custom Form Editor

Navigate to the relevant database and select Edit Form Template from the database's actions. This will open up the form editor. Add the parent select field (for example, Region) and set its source to the Region filter. Then add the child select field (for example, Products) and set its source to the Products filter.

Both fields must be on the same page or stage — Value Filtering does not work across pages or stages in this release, but you can have select fields in different sections.

Note that your select fields must use Filters as the Source. Select Field Value Filtering is not supported when using Custom List values. If you're interested in leveraging this feature on existing forms and your select field types are using Custom List values, please reach out to your dedicated Customer Success Manager who can help determine the best way to enable this feature.

Step 4: Open the Cascading Filter Settings

On the page or stage header of the form, click Configure Value Filtering. The Cascading Filter Settings modal opens.

Select the icon indicated next to the child field and select its parent field — only select fields on the same page or stage that use a filter source will appear in this list.

Step 5: Map parent values to child values

For each parent value, select the child values that should be available when that parent is chosen. For example, if the parent is Region and the value is APAC, tick the products available in APAC.

Once you've selected the relevant child values against a parent value, click on the next parent value in the list and select that value's relevant child values.

Step 6: Close the modal and publish the form

Once all parent values are mapped, select Save & Continue to close the Cascading Filter Settings modal. Continue adding other fields to the form (if needed) and exit the form builder.

Step 7: Test in a Record

Create a test record. Select each parent value in turn and confirm the child field updates to show only the mapped values. Clear the parent and confirm the child resets. If your site uses division-based access restrictions on filter values, also test by emulating a user in a restricted division — their child dropdown may show fewer values than the admin mapping, which is expected behaviour.

Important Constraints

• Parent and child select fields must be on the same page or stage of the form.
• Each child field can have one parent. A child can itself be a parent to another field, allowing chains of up to 5 levels. Multiple independent chains are supported on the same page.
• Both the parent and child fields must use a filter (from Main Admin) as their source — not a custom list.
• Value Filtering applies to Database Custom Forms only. It does not apply to Assets/Resources, or non-Select fields currently.

When to Contact Support

Configuring Select Field Value Filtering on a new form with no existing data can be done by a suitably trained Form Builder administrator following the steps above.

However, if you are working with an existing database or form — especially one that currently has separate Select fields per region or brand (for example, "Products - APAC," "Products - US") that already contain live record data — the process is significantly more involved. It requires:

• Creating new consolidated filters in the Main Admin > Filters area.
• Adding new child fields to the form without removing the old ones (to preserve existing data).
• Exporting all records and remapping field values in Excel to populate the new consolidated field.
• Importing the remapped data and verifying correctness before the old fields are removed.
• Identifying and rebuilding any conditional logic that depended on the old separate fields.

Frequently Asked Questions