Using Custom Lists in Data Fields

Once you've created a Custom List, you can use it to power dropdown selections in your Data Collections. This guide explains how to connect a Custom List to a Data Field.

Overview

Custom Lists are used with the Single Selection from List Data Field type. When you configure this field type, you specify which Custom List should provide the dropdown options.

Creating a Selection Field with a Custom List

Navigate to Admin → Data Collections
Click on the Data Collection where you want to add the field
Go to the Data Fields tab
Click New to add a new field
Select Single Selection from List as the Data Type
In the field settings, find the Source Custom List option
Select the Custom List you want to use
Save the field

How It Works

When someone fills out a form or edits a record:

They see a dropdown with all active items from the Custom List
Archived items don't appear in the dropdown
When they select an option, the selected value is stored in the record

Benefits of Using Custom Lists

Centralized Updates: Change the list once, updates apply everywhere
Consistency: Everyone uses the same standardized options
Reusability: Use the same Custom List in multiple Data Collections
Archive Without Delete: Remove outdated options while preserving historical data

Example Scenario

You have a "Departments" Custom List with options: Sales, Marketing, Engineering, Support.

You can use this list in:

An "Employees" Data Collection (Department field)
A "Projects" Data Collection (Owning Department field)
A "Budget Requests" Data Collection (Department field)

If you add a new department (like "Customer Success"), it automatically appears in all three collections.

Inline Lists vs. Custom Lists

For simple, one-off selections that won't be reused, you can define options directly in the Data Field settings (an "inline list"). Use Custom Lists when:

The same options are needed in multiple places
The list will change over time
You need to archive options without losing historical data
You want centralized control over the options