Form Features - Use Dynamic Salesforce Data with Record Datasets

Overview

Record Datasets let you use Salesforce data inside SharinPix Forms.

This feature is currently available for Select and Multi-Select questions. It lets you populate options from a Record Dataset generated from Salesforce records.

Use it when the available options should reflect Salesforce data instead of a fixed list entered in the form builder.

Refresh your Record Datasets regularly to keep options in sync with Salesforce.

This article covers:

• Configure dynamic Select or Multi-Select options with a Record Dataset

  • Choose the label and value fields
  • Filter available rows
• Prefill Repeated Sections with a Record Dataset

  • Set up dataset mapping
• Demo: Select Employees based on their Company

Configure dynamic Select or Multi-Select options with a Record Dataset

Add a Select or Multi-Select question.

In the Options tab, click Select a dataset and choose one of the available Record Datasets.

Create the Record Dataset from Salesforce data before configuring the question in the Form Builder.

Refer to How to Create a Record Dataset.

The available fields depend entirely on the columns exported into the Record Dataset.

In this example, the dataset includes:

• Id
• Name
• SiteAddress__c
• SiteArea__c
• SiteType__c
• Inspection__c

If a field is not present in the dataset, you cannot use it in the question configuration or the filter formula.

Choose the label and value fields

After selecting the dataset, choose which column should be used as:

• the label, which is shown to the user
• the value, which is stored in the form response

In most cases, use a readable field for the label and a stable field for the value.

For example, you might display Name while storing Id.

You can keep static options or remove them, depending on whether the question should rely entirely on the selected dataset.

Filter available rows

In the CSV Filter (formula) field, reference dataset columns with row.<column_name>.

You can use any column exported in the dataset inside the filter.

With the example dataset above, valid references include:

• row.Id
• row.Name
• row.SiteAddress__c
• row.SiteArea__c
• row.SiteType__c
• row.Inspection__c

Use this filter to show only rows that match specific values.

In this example, the filter keeps only Site records where SiteArea__c > 500.

For example:

• row.SiteArea__c > 500 keeps only large sites
• row.SiteType__c == "Industrial" keeps only industrial sites
• row.Inspection__c == inspection_id keeps only sites linked to the current Inspection

The available options now include only records where SiteArea__c is greater than 500.

Remove duplicate values

If the dataset contains repeated values in the same column, the question can show duplicate options.

Enable Remove duplicate values from CSV to keep only one option for each repeated value.

Prefill Repeated Sections with a Record Dataset

You can use Pull data from a Salesforce record in the Default tab of a Repeated Section to prefill repeated items when the form opens.

This method is not recommended when you need to prefill a large number of items.

It appends the prefill values to the URL, which can make the URL too long.

For larger record sets, use a dataset instead. For the Salesforce-based approach, see Create and Update Related Salesforce Records with SharinPix Form.

Set up dataset mapping

Create the Record Dataset from Salesforce data before configuring the mapping in the Form Builder.

Refer to How to Create a Record Dataset.

Enable Prefill repeated sections from a dataset.

Select one of the available datasets, then configure the mapping and filtering.

Use the mapping to match repeated section questions to dataset columns. For example, map Site Address to SiteAddress__c.

Demo: Select Employees based on their Company

Prerequisite for this example:

• Create a Companies dataset.
• Create an Employees dataset with a Company__c lookup field.

Step 1: Set up the company Select question

• Add a Select question with the API name company.
• Select the Companies dataset.
• Use Name, or another readable field, as the label.
• Use Id as the value. This value will be used to filter the Employees dataset.

Step 2: Set up the employees' Multi-Select question

• Add a Multi-Select question.
• Select the Employees dataset.
• Use Filter available rows to keep only employees linked to the selected company.

  In this example, use:

  row.Company__c == company.value

Tip: If you want to get the company ID from the form launch URL, or from a Salesforce field on the record where the form is launched, configure a hidden text question with Prefill. You can then reference that hidden field in the filter instead.