Create Lists of Answers to Add to Fields

Team and Enterprise plans. Only Admins can create and manage lists, while Authors can use lists in their form fields.

Lists can help simplify the form-building process for your form authors and help maintain consistency across your organization. With lists, you create a ready-made group of answers that you can then insert into a field. For example, you can create a list of all the suburb names or postal codes in your area, so your form authors don’t have to recreate it for every form that asks for an address.

You can use lists in two ways:

• Populate the field values for Checkbox, Radio button, and Dropdown fields.
• Power a predictive search function for a Text field.

Create a Basic List

1. Go to Admin > Lists and select Create list.
   
2. Use the List name field to add a descriptive name to the list. This is what form authors will select when adding a list to a field.
3. Under Usage, select if you want to use this list for Field values (for setting the options in radio button, checkbox and dropdown fields) or Search (for populating the predictive search results on a text field). This cannot be changed after you have created the list.
   
4. Enter your List items in the text field by adding each item in a separate line or using a CSV file or the API.
5. Select Create.
   

Edit or Delete a List 

In Admin > Lists, Admin users can also:

• Select a list Name to edit the List name or List items. You cannot change the Usage setting. You can also select Edit from the ... menu and remember to always select Save changes when you’re finished.
  
• Permanently remove a list by selecting Delete > Delete list from the ... menu. You cannot delete a list if it is In use, and a list cannot be retrieved once deleted.
• Select a list Name to see how many forms are using the list and select See all in the right-hand column to view a searchable list of all forms using the list. This option is helpful when editing a list, so you can see how your changes will affect existing forms.
  

Create Lists Using a Spreadsheet or the API 

Spreadsheets or the API can help you build and update long or complex lists, such as a list of suburbs, documents, or departments.

To use the API, we recommend having developer experience as you will need to know how to create and manage API keys and work with JSON.

1. Go to Admin > Lists and select Create list. 
2. Add a List name and select your Usage.
3. Use the Select CSV file button to choose a CSV spreadsheet from your computer.
4. Use the Select column drop-down menu to choose the column in your spreadsheet containing your list items, then select Upload.
   
5. Or, if you want to use the API, enter the address of the JSON web service in the Pull from API field and select Get API data.
6. Select Create if this is a new list or Save changes if you’re editing one. 

Using very long lists of more than ten thousand items can cause your web forms to load slowly. In situations where you need to draw from an extremely long list of answers, such as a complete list of your city's residential addresses, we recommend using data connections to query an external database.

Add a List to a Field 

To use a list in a form field:

1. In your form, select or add a Checkbox, Radio button, Dropdown, or Text field. 
2. Open the field settings by selecting the gear icon.
3. For Checkbox, Radio button, and Dropdown fields select a list from the Use a list to populate field values drop-down menu.
   
4. For text fields, select a list from the Use a list for predictive search drop-down menu.
   
5. Save and Publish your form.
6. To remove a list from any field, select None from the relevant drop-down menu and Save your changes. 

What Else?

• Group frequently-used fields into field sets
• Use Snippets to Keep Forms Consistent and Updated
• Setting Defaults for Your New Forms