> ## Documentation Index
> Fetch the complete documentation index at: https://filla.io/docs/llms.txt
> Use this file to discover all available pages before exploring further.

# Filtering records

> Control which linked records appear in the picker using permanent filter rules.

## 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

<Steps>
  <Step title="Open the linked record field settings">
    Click the linked record field in the canvas to open its settings panel.
  </Step>

  <Step title="Find the 'Always filter by' section">
    Scroll to the **Record selection** section and look for **Always filter by**.
  </Step>

  <Step title="Add filter conditions">
    Click **Add condition**. Select a field from the linked table, choose an operator, and enter a value.
  </Step>

  <Step title="Add more conditions if needed">
    Combine multiple conditions with AND or OR logic.
  </Step>
</Steps>

## 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.

<Tip>
  If your create child form sets a field value (like Status = Active), the newly created record will naturally match your filter on future form loads.
</Tip>

## Common questions

<AccordionGroup>
  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>
</AccordionGroup>