--- title: Data Sources Overview description: Data Sources, or “lookups”, are external sources of data that are uploaded or connected to TrueContext. To reference the data in a form, add a Dropdown, Multiselect, or Radio Button question and use a Data Source to get the list of options. This topic explains some basic concepts to help you better understand how Data Sources work. meta_tier: Essentials-Advanced-Enterprise meta_feature: Data Sources source_file: Published/217500328DataSourcesOverview.html url: https://docs.truecontext.com/1374411/Content/Published/217500328DataSourcesOverview.html last_updated: '2026-08-26' word_count: 1003 --- # Data Sources Overview Data Sources, or “lookups”, are external sources of data that are uploaded or connected to TrueContext. To [reference the data in a form](217500828_ReferenceDatasourcesInForms.md), add a **Dropdown**, **Multiselect**, or **Radio Button** question and use a Data Source to get the list of options. Data Sources save typing, reduce errors, and make it easy to provide users with relevant, up-to-date information. They also save administrative time, because the data can be updated without any need to change the form. This topic explains some basic concepts to help you better understand how Data Sources work. Available on all tiers with more options on the Intelligent and Elite tiers: Digital Intelligent Elite [?](https://truecontext.com/pricing/) The types of Data Sources you can use depend on your pricing plan. Check with your account manager if you have questions. ## Common uses - Data Sources can provide a list of values for the mobile user in a [**Dropdown**, **Multiselect**, or **Radio Button** question](360001421923.md). This makes completing a form easier, faster, and more accurate. Errors are more easily avoided when the user selects an answer from a list of preset options. You can use a Data Source within any type of section, including a [Repeatable Section](217498738_OverviewRepeatableSections.md). Set up a lookup question, and then select **Use Data Source for Options**. - With a Data Source, you can [auto-populate a series of questions](115003313903.md) in the form based on a single selection. For example, the mobile user could select a customer name and have fields for customer contact information prefilled for them. - Data sources can be [filtered](115003319786.md) or [partitioned](217500438_AdvancedDataSourcesPartitions.md) to limit the data available to specific users or user groups. - If you have the Multi-Language add-on, you can [set up a lookup question](../Features/LanguageSupport/SetUpMultiLangForm/SetUpMultiLangForm.md#Data) to display the options in the user’s selected language.If you are on the Elite tier, you can [set up a lookup question](../Features/LanguageSupport/SetUpMultiLangForm/SetUpMultiLangForm.md#Data) to display the options in the user’s selected language. - An **On-Demand Data Source** is a Data Source that fetches a targeted subset of data from a larger dataset. An On-Demand Data Source fetches data as needed, giving field technicians access to the most up-to-date information while they work. A standard Data Source, by contrast, stores data as a table on the TrueContext server. The Mobile App downloads this stored data during the reconcile process, making it available even if the user is offline. With an [On-Demand Data Source](../Features/DataSources/OnDemandDataSources/IntroToOnDemand.md), the Mobile App only gets the information your field team needs, which improves performance and ensures data freshness. A field technician’s device must be online to retrieve data from an On-Demand Data Source. ## Maintaining Data Sources We store Data Sources as tables (rows and columns) in the TrueContext system. Several options are available for maintaining your Data Sources. - Retrieve (fetch) data dynamically from cloud-based services like [ServiceNow](../ServiceNow/ServiceNowDataSource.md), [Microsoft SharePoint Lists](217500548_MicrosoftSitesCustomListDataSource.md), [Salesforce](../RevisedSalesforceIntegration/LandingPages/SetUpASalesforceDataSourceLandingPageH2.md), [ServiceMax](../ServiceMax/LandingPages/SetUpaSMAXIntegrationLandingPageH2.md), [Dropbox](217500358_DropboxDataSource.md) or [Amazon S3](217500458_AmazonS3DataSource.md), or from a [Google Apps Spreadsheet](217500378_GoogleSheetsDataSource.md). - Use the [TrueContext API](../API_Documentation/APIEndpoints_LandingPage.md#Data) from within a script or application to update data sources. - Dynamically retrieve data from a server [by means of an HTTP GET request](../DataSources/HTTP_GET_20250606.md). - Use the [TrueContext User List Data Source](217500448_UserDataSource.md) to get information about TrueContext users in a selected group. This makes it easy to create and maintain a list of users to select from in a form. - Manage data by means of [manual uploads of CSV, XML, JSON, and Excel](../BuildAndManageForms/DataSources/217500318ManualUploadDataSources.md) files. [On-Demand Data Sources](../Features/DataSources/OnDemandDataSources/IntroToOnDemand.md) work differently—we don’t store on-demand data in our system. ## Using a single Data Source in multiple forms One of the key benefits of Data Sources is the ability to integrate data sets from business operations within forms. Data Sources can be used in multiple questions within a single form, and across multiple forms within a TrueContext FormSpace. This enables businesses to centralize their data within a few TrueContext objects. Data Sources are created within a FormSpace. You can use a Data Source with any form within the same FormSpace. The Web Portal provides information on whether a Data Source is in use and which forms reference it: Forms & Integrations > **Data Sources** You can’t delete a Data Source that’s “in use” by any form version, whether it’s **Active**, **Archived** or **Draft**. ## How the system schedules Data Source fetches The system prevents overload by staggering fetch times with a random minute offset. - **Hourly fetches** - The system assigns the same random minute each hour. The random minute is different for each Data Source. - For example, if your random minute is 29, fetches occur at 4:29, 5:29, 6:29, and so on. - **Daily, weekly, and monthly fetches** - The system applies the random minute offset to the scheduled time. - The system schedules fetches around midnight in your specified time zone, plus the random minute offset. This prevents too many Data Sources from fetching simultaneously and improves system performance. To stop repeated failed fetches, TrueContext deactivates a Data Source's fetch schedule after 100 consecutive failures. The Data Source keeps its fetch frequency, but automatic fetches stop until you reactivate the schedule. The topic [Reactivate a fetch schedule](../BuildAndManageForms/DataSources/217500348CreateManageDataSources.md#Reactivate) describes how to reactivate a fetch schedule. ## Data Sources in the Forms Library The Forms Library also contains Data Sources that users can import for use within forms. To find a Data Source in the library: 1. Sign in to the TrueContext Web Portal, and then go to the **Get Started** page. If you can’t see that page: - [Update your user profile](217501388.md). On the **Advanced** tab, select **Show ‘Get Started’ tab**, and then select **Update**. - Or, go directly to [https://live.truecontext.com/library/sources](https://live.truecontext.com/library/sources) and then go to step 4. 2. In the **Resources** section, select the **Forms Library**. 3. Select the **Data Sources** tab. 4. To view the details, select the right arrow. 5. To import the Data Source, select the **+** icon. Some sample forms found in the TrueContext Library also have Data Sources associated with them. When you import a form that uses a Data Source, both the form and the Data Source are imported. ../markdown/Published/217500328DataSourcesOverview.md