What record filtering does
By default, the linked record picker shows all records in the linked table. Filtering lets you narrow that down so respondents only see records that meet specific criteria. Filters on linked record fields are permanent. They always apply, regardless of what the respondent has entered elsewhere. Use them to exclude irrelevant or ineligible records.Setting up filters
Open the linked record field settings
Click the linked record field in the canvas to open its settings panel.
Find the 'Always filter by' section
Scroll to the Record selection section and look for Always filter by.
Add filter conditions
Click Add condition. Select a field from the linked table, choose an operator, and enter a value.
Example filters
Show only active products:Status is Active
Show only records in a specific category:
Category has any of Electronics, Accessories
Show only records assigned to the current user:
This requires a field in the linked table that identifies ownership. Static filters cannot reference the current respondent dynamically. Use URL prefilling to pass a value and combine it with a filter if needed.
Filtering the linked table’s fields
The filter builder in linked record settings uses the linked table’s fields, not the main form’s fields. Select from fields that exist in the table the linked record field points to.Combining filters with child forms
Filters apply to the record picker search results. They do not affect which records can be created through a child form. When a respondent creates a new record through a child form, that record appears in the picker even if it doesn’t match the filter, because it was created in the current session.Common questions
Can filters reference form fields from the main form?
Can filters reference form fields from the main form?
Not directly. Filters on linked record fields use the linked table’s own field values. To filter based on main form answers, you would need to pass a URL parameter and use it as a filter value, but this is a static value at load time, not dynamic.
What happens if no records match the filter?
What happens if no records match the filter?
The picker search returns no results. Respondents see an empty list. If you have creating enabled, they can still create new records.
Does filtering affect count limits?
Does filtering affect count limits?
Count limits apply to the records the respondent selects, regardless of the filter. The filter controls which records appear in search; count limits control how many can be selected.