--- title: 'Question Type: Dropdown, Multiselect, and Radio Button' description: Dropdown, Radio Button, and Multiselect questions are types of options-based questions. The list of options can come from a Data Source, or you can manually define the list. This topic describes how these questions work and how to set them up. meta_tier: Essentials-Advanced-Enterprise meta_feature: Multi-Column View,Multi-Language Forms source_file: Published/360001421923.html --- # Question Type: Dropdown, Multiselect, and Radio Button **Dropdown**, **Multiselect**, and **Radio Button** questions are types of options-based questions. The list of options can come from a Data Source, or you can manually define the list. This topic describes how these questions work and how to set them up. Available on all tiers with more options on the Intelligent and Elite tiers: Digital Intelligent Elite [?](https://truecontext.com/pricing/) ## What is an “options-based” question? An options-based question is a question that displays a list of options as possible answers. The list can come from a Data Source, or you can manually define the list. We use the term lookup to describe a question that gets a list of options from a Data Source. The following examples show the same list of options displayed in a **Dropdown**, **Radio Button**, and **Multiselect** question. In a **Dropdown** question, a new view opens to display the options: **Radio Button** questions that have ten or fewer options are displayed in the main form (“inline”). **Multiselect** questions that have ten or fewer options are also displayed inline in the main form. **Radio Button** and **Multiselect** questions that have more than ten options open in a separate view, not inline. Radio Button and Multiselect questions that use [an On-Demand Data Source](../Features/DataSources/OnDemandDataSources/IntroToOnDemand.md) *always* open in a separate view. ### Data Source lookup When you set up an options-based question, you can choose to [get the options from a Data Source](#Dsource). We call this a “lookup”. Lookups give you the ability to [push information to other questions](115003313903.md) based on the field user’s selection. The following example shows how selecting the **Site Contact** name pushes information from the Data Source to later questions in the form. You can set up [filters to limit the options available from the Data Source](115003319786.md). If your organization is on the Intelligent or Elite tier, you can also set up: - A [**Multi-Column View**](../Features/DataSources/MultiColumnAndSort.md#Set) to provide users with more information to help them select the right answer. - [**Default Sort Options**](../Features/DataSources/MultiColumnAndSort.md#Set2) to organize the information displayed. 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. The topic [Data Source Translations](../Features/LanguageSupport/SetUpMultiLangForm/DataSourceTranslations.md) describes in detail how to set up translations for a Data Source. ### Manually-defined If you choose to[**Define Options Manually**](#Manual), you can enter a list of options to display. This works for short lists of options that don’t change, and when you don’t need to push answers to later questions. ## When to use a lookup question Lookup questions, which reference a Data Source, help field users to enter information quickly and accurately. They can also improve data integrity by ensuring that answers match the values and data types stored in your system of record. Use a lookup question when you want to: - Limit the answers available to a field user. - Display information from a Data Source. You can set up a [Data Source “fetch”](../BuildAndManageForms/DataSources/217500348CreateManageDataSources.md#Fetch) schedule so that your field users have the most up-to-date answer options. - Capture ID values, like Work Order, Asset, or Site IDs, from your third-party systems. You can then send these values to your third party using a Data Destination. - Push information from a Data Source to later questions, based on the user’s selection. ## Form Builder You have two options when adding a new question: - Hover between two questions, and select the plus sign [+]. - Scroll to the bottom of a section and select **ADD A QUESTION**. To move a question, drag it to one of the separators between questions or to an empty section. You can also move a question to another page by dragging it to the **Form Index**. A Dropdown question looks like this in the Form Builder: The Question Edit screen for these questions has four tabs: **General**, **Options**, **Properties**, and **Help Options**. ### General #### Unique ID The Unique ID is the reference for the question. For more information on Unique IDs, read: [Overview: Unique IDs](360020428732.md). It can either be auto-generated based on the question text, or customized. #### Data Types [Data Types](115008467648.md#StaticData) are the kind of information your mobile users will be putting into these questions. Setting a data type makes sure that you use the correct kind of data, in the right format. The data type can also influence whether the answer to a question can be used later in the form, or in the business process. These questions support the following data types: | | Free Text | Email | URL | Phone Number | Integer | Decimal | Currency | | --- | --- | --- | --- | --- | --- | --- | --- | | Dropdown | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | | Radio Button | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | | Multiselect | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | Keep the following guidelines in mind when you select the data type: - **Using Data Sources:** Ensure the data in your selected Data Source column matches the data type. For example, if you choose an email data type and your Data Source contains an invalid email format, your mobile users won't be able to submit the form. - **Email:** Use this data type if collecting an email address that you need to send an email to with an [Email Data Destination](217500028_EmailDataDestination.md). - **Integer, Decimal, and Currency:** Use one of these data types if the answer needs to be used in a calculation or aggregation later in the form. - **Currency and Data Sources:** When setting up a Data Source that uses currency—for example, a product list—don't add currency symbols (such as $ or £). TrueContext marks that data as invalid as part of the Currency data type validation. This is particularly important when using a Data Source to push data to other questions based on the answer to a previous one. #### Restrictions [Restrictions](115008467648.md#Restrict) control how your mobile users interact with a question. They can be set on the question itself or controlled by Conditional Logic. The following table shows which restrictions you can set for the question type. Note that: - **✓** indicates a restriction that you can configure. - **✓*** indicates a restriction that is always on. - ✘* indicates a restriction that is always off. | | Required | Read-Only | Hidden on Device | Hidden on Reports | Keep question width to 100% ( Side-by-Side Sections only) | | --- | --- | --- | --- | --- | --- | | Dropdown | ✓ | ✓ | ✓ | ✓ | ✓ | | Radio Button | ✓ | ✓ | ✓ | ✓ | ✓ | | Multiselect | ✓ | ✓ | ✓ | ✓ | ✓ | ### Define Options Manually If you select this option, you can define the possible answers to the question manually. This is good for short lists of options or lists that don’t change. The example below is of a Multiselect options list. - **Allow mobile user's username as an option:** Adds the field user's username to the list. This option is only available if you selected the **Free Text** data type. - **Value submitted to server (required):** This is the answer that’s sent to Data Destinations attached to the form. The values must match the selected data type and validation settings. For example, for a question with an **Integer** data type, the value must be an integer. - **Text displayed on device:** This is the answer displayed in the form, and the value does *not* have to match the selected data type. If you don’t need to display a different value, keep the default setting **Same as server value**. For example, a question with an **Integer** data type can display the text “Excellent” in the form. When the field user submits the form, the Mobile App sends the value “10” to the server. This is useful for calculating average scores on text-based rating systems. For any Documents that you link to the form, you can choose whether to show the display or server value. You can also use the [DREL `[display]` property](../Features/DREL/DRELReference.md#[display) to reference the display value instead of the server value: `%a[QuestionUniqueID][display]` If your team has the [Multi-Language Forms](../Features/LanguageSupport/LandingPages/MultiLanguageFormsOverview.md) feature, you can translate the display value (but not the server value). When a field user selects a language, they see the translated display value. To show the translated display value in a Repeatable Section Summary Table, [edit the column settings](115005432446SummaryTable.md#ModColumn) and set the **Answer value to display** to **Display Value**. - **Collect a text response with an “Other” option:** Allow your field users to add an answer that’s not predefined. The answers must match the question data type and validation settings. #### Unique Properties **Data Types: Default Value** When using the "Define Options Manually" option, you may set a default value. **Answer Exceptions and Additional Comments** If you have chosen to define your possible answers in the Options tab (as shown in the screenshot above) rather than using a Data Source, you will have the option to use [Answer Exceptions](../BuildAndManageForms/CreateOrEditAFormWithTheFormBuilder/IntroductionToTheFormBuilder/360000783666_AnswerExceptions.md) and [Additional Comments](360000759086.md) for Dropdown and Radio Button type questions. **Answer Exceptions** [Answer Exceptions](../BuildAndManageForms/CreateOrEditAFormWithTheFormBuilder/IntroductionToTheFormBuilder/360000783666_AnswerExceptions.md) are used to categorize problems identified during the course of a field technician's work as the user completes a form. For example, if configured on an Inspection form, if a user selects a particular piece of equipment from a Radio Button list, TrueContext could show a warning message containing information on what kind of protective equipment might be needed. For more information on setting up Answer Exceptions, please read: [Answer Exceptions](../BuildAndManageForms/CreateOrEditAFormWithTheFormBuilder/IntroductionToTheFormBuilder/360000783666_AnswerExceptions.md#IndividQuesExcept). **Additional Comments** Additional Comments are useful for when certain answers from a user require further information, like a comment or reason. Using the same example as above, if a user selects a particular piece of equipment from a Radio Button list, TrueContext could request details on what Personal Protective Equipment the mobile user requires. For more information on configuring Additional Comments on questions, please read: [Additional Comments on Questions](360000759086.md). ### Use Data Source for Options Link your question to a Data Source to populate your list of options. This is useful when a form contains long lists of options such as: - Work orders - Parts lists - Lists that change frequently and can be automatically fetched from your cloud or back-office system - Lists that are shared across multiple forms For more information on Data Sources, please read: [Data Sources Overview](217500328DataSourcesOverview.md). To illustrate the use of Data Sources, we'll use a simple parts list in Excel. In the Form Builder, you set up the column to use as the answer and the column to display on the device. - **Column value displayed on device:** This is the information that will be shown on your field users’ devices. In this example, field users select a **Part Name**, which makes it easier for them to choose the correct answer. - **Column value submitted to server:** This is the information that the system saves as the answer and sends to your Data Destinations and Documents. The value doesn’t have to match the **Column value displayed on device**. In this example, we display the **Part Name** for the user to select and send the **Part ID** to the back-office system. This improves the accuracy of answer selection and supports inventory tracking in the back-office system. - **Hide duplicate rows in dropdown**: If your Data Source contains duplicate display column entries (**Column value displayed on device**), selecting this option hides the duplicates. If you want to use a [Multi-Column View](#Multi-Co) to display the list of options, we recommend that you do *not* hide duplicate rows. There might be duplicate values in one column, but different values in other columns. #### Use an On-Demand Data Source Available on the Elite tier: —Digital —Intelligent Elite [?](https://truecontext.com/pricing/) An On-Demand Data Source fetches data as needed, giving field technicians access to the most up-to-date information while they work. Unlike standard or offline Data Sources, and On-Demand Data Source retrieves data at the time it is requested when the mobile user is working on the form. The topic [Set Up On-Demand Data Sources](../Features/DataSources/OnDemandDataSources/SetUpODDS.md) describes how to set up questions to fetch data on-demand. #### **Advanced Data Source Features** - **Multi-Language Options**: Enable this option to display a list of translated options. Elite The topic [Data Source Translations](../Features/LanguageSupport/SetUpMultiLangForm/DataSourceTranslations.md#top) describes in detail how to set up translations for a Data Source. - **Multi-Column View**: A Multi-Column View is a way to display options-based questions that reference a Data Source (“lookup” questions). To help users select the right answer, the Multi-Column view displays more than one column from the Data Source. The topic [What is a Multi-Column View?](../Features/DataSources/MultiColumnAndSort.md#What) provides more details. Intelligent Elite - **Default Sort Options**: Default Sort Options are columns and sort types that you set up to “pre-sort” the information displayed to your field users. The topic [What are Default Sort Options?](../Features/DataSources/MultiColumnAndSort.md#What2) provides more details. Intelligent Elite - **Filter Options:** Enabling this option filters the list of choices based either on who the user is or based on previous answers in the form. For more information on filtering Data Sources, please read: [Filter a List of Options in a Lookup Question](115003319786.md). - **Use Location-Based Features:** Enabling this option allows you to sort location data based on the mobile user's location and plot the Data Source rows on a map. For more information on location-based filtering, please read: [Display a Map View for Lookup Questions](115004452603.md). - **Push Data to Other Questions:** This allows you to fill out other questions based on the answers to this dropdown. For more information, please read: [Pushing Data to Other Questions](115003313903.md). ### Common Properties Properties allow you to set up your question in various ways. Question Properties are affected by two things: - the data type chosen - the use of **Defined Here** options, or **Data Source Options** The common properties are based on the data type, as shown below: | Free Text | Email/URL/Phone Number | Integer/Decimal/Currency | | --- | --- | --- | | Validation Type: Validation checks that your users have entered information correctly. Keyboard Type: Lets you define what keyboard your mobile users encounter. | Allow mobile users to launch Email, Browser, SMS, or Phone call to this entry | Allowable Range (Min/Max) Decimal Place Precision (Decimal Data Type) Currency | Don’t use validation with options-based questions that reference a Data Source. If there’s a validation error because there’s an error in the Data Source, mobile users can’t continue their work in the form. ### Help Options Adding “Help” content to forms gives mobile users access to support and other resources out in the field. Help content is available to users through a button embedded beside a question. Any question in the form can include a link to YouTube videos, web pages, or work instructions. For more information on Help Content, please read: [Add Help Options to Questions](115003812043_AddingHelpContentToQuestions.md) ../markdown/Published/360001421923.md