❔Catch-up quick
Reference user attributes on your Templates when you use database fields.
In a database field’s properties, access the DataSources menu to find the Account User List. This unique DataSource references attributes from each of your account’s user profiles to determine which information they’ll access.
Use the user attributes from your Account User List - like their Group - to filter their available options.
Narrow the options available to your Form Users when you filter the options based on their Group.
Before you begin, you should know how to navigate the Template Editor, and have some familiarity with Groups.
Database fields reference DataSources to populate information using the DataSource’s key and indexed columns. When you add a database field to your Template, you’ll select the DataSource and display column you want to reference.
By default, your account includes an Account User List. This unique DataSource references your account user profiles, and each user’s attributes. A key difference between the Account User List and standard DataSources is. . .
DataSources are created and managed using third-party data management tools - like Microsoft Excel, or Google Sheets. They’re then uploaded in the web app’s DataSources tab.
Whereas. . .
Your Account User List details reference your existing users’ attributes. This information is edited within each individual’s user profile.
Your Account User List’s key column is each corresponding user’s unique User ID. With the Account User List, you can reference all user attributes as if they’re indexed columns - unlike other DataSources, which are limited to five indexed columns.
Two popular uses for the Account User List include. . .
Filter your Form User’s available option based on their Group.
Auto-populate multiple field values based on a Form User’s selection.
This example used in this how-to guide filters options by the user’s Group, but you can filter based on whichever user attributes best suit your need.
When your Form User interacts with filtered options, they’ll find only the email addresses for users in their Groups.
In the web app, open the Template to which you want to add this functionality. Follow the steps below. . .
Add a database field to your Template.
Name your field.
In this example, the field is named “UserEmail”.
In the Field properties panel, access your DataSource.
Select Account User List.
For your Display Column, select User email.
Select the Filter option.
Enter “=UserGroups”.
Once you enter this part of this formula, your available Groups will populate in the left-hand side of the Calculation Builder.
Select the Group for which you want to filter your database.
If you want to include multiple Groups within your filter, enter a comma ( , ) between each Group ID. For example. . .
=UserGroups(“Group ID 1”, “Group ID 2”)
As you select Groups, the Group IDs populate within your equation.
Verify that your formula reads. . .
=UserGroups(”Your Group’s unique Group ID”)
Click Done.
Click Save Draft.
Next, you can. . .
Edit your Template further.
Preview your Template as a practice Form to determine whether it’s behaving as expected.
Publish your Template to collect completed Forms from your Form Users.