Creating custom Data Sources to be used on specified forms, by specified users (DataSource)

Category: Data & Records Section: Articles Last Updated: 2024-08-22

---

Create data sets available to specific forms and specific teams. Unlike TenantData, DataSources offer granular access control.

---

Comparison

Feature	MyUserData	TenantData	DataSource
Scope	Per user	All users	Configurable
Forms	All forms	All forms	Specific forms
Team filtering	No	No	Yes

---

Step 1: Create the DataSource Form

Create a new form with a descriptive name (e.g., DataSource:GoverningLaw).

Required Fields

Field Name	Type	Configuration
RecordKey	Text	Default: DataSource:YourKey
Data	Repeat	Maximum rows: 1

Replace YourKey with a descriptive identifier (e.g., GoverningLaw, ProductList).

Inside the Data Repeat

Add fields for your data values.

TIP

Name your form after the RecordKey for easy identification.

---

Step 2: Create the Record

1. Click Save and Open
2. Fill in your data values
3. Leave RecordKey as configured (or add team filter)
4. Click Submit

---

Editing a DataSource

1. Go to Records
2. Find your DataSource record
3. Click the form icon

4. Update values and save

---

Linking Forms to DataSources

Add a hidden text field (Source Field) to forms that need the data:

Field Property	Value
Field Name	Descriptive (e.g., GovLaw_source)
Default Value	DataSource:YourKey
Hidden	Yes

For multiple DataSources, add multiple Source Fields.

---

Team-Based Access Control

Option 1: Filter at Source Level

Different data for different teams using the same Source Field.

RecordKey format: DataSource:Key:TeamName

Example: DataSource:GoverningLaw:AdelaideTeam

Team	RecordKey
Adelaide Team	DataSource:GoverningLaw:AdelaideTeam
Sydney Team	DataSource:GoverningLaw:SydneyTeam

Create separate DataSource records for each team.

Option 2: Filter at Form Level

Same DataSource, different team access per form.

Source Field format: DataSource:Key:TeamName

Example Source Field default: DataSource:GoverningLaw:AdelaideTeam

Use Case	Implementation
One team, one form	Single Source Field with team filter
Multiple teams, one form	Multiple Source Fields, each with team filter

---

Accessing the Data

Data loads into Form.data.DataSources:

Form.data.DataSources.YourKey

Usage Options

Method	Description
Field Logic	Pull values into form fields
Dropdown Source	Use as custom data source for dropdowns

WARNING

DataSource values cannot be passed directly to workflows. Handle carefully if using in templates.