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Question

External list to dropdown in Form

Workflow Forms How To
Updated August 3, 2022
asked on July 29, 2022

We have an external form that is used for vendors to submit their bids for RFPs, etc., and that list changes drastically throughout the week with new projects coming on and others ending.  Instead of the department reaching out to us to update that list/dropdown, we would like to put that back on them without giving them access to made changes to the form itself.

We have experience with using Forms to add, update, delete, and search from SQL tables, but thought since it was just a list, there may be a better way.  Would anyone be willing to provide some insight and possibly an easier way we can achieve this?  Any info would be greatly appreciated.  Thank you!

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Answer

SELECTED ANSWER
replied on August 1, 2022

Hi Bill,

Unless you already have some kind of tools to let people edit database content in a protected way, then I think a separate form/workflow process for the data management really is the "simple" solution because anything else is probably going to lack the kind of control you might want, be more fragile, or require a lot more development/overhead.

For example, you could just give someone access to edit the table is SQL Server, but then there's more of a learning curve and less control/protection.

Another option would be using a csv or excel file that they could update then have some kind of process to refresh the db from that file, but again, there would be less control, more room for error, and the sync process would be more complex than just using a form.

By using a separate Forms process:

  1. You avoid giving them Process Admin
  2. Don't have to worry about a learning curve
  3. Can control/restrict/validate inputs to protect/sanitize the data
  4. Shorten development/implementation because Forms/Workflow give you a UI, access control, pre-built db activities, etc.
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Replies

replied on July 29, 2022

A simple Forms/Workflow process is usually how I would handle this scenario. Unless you want to build/buy some other application for data management, Forms is probably the easiest route.

We've had other situations where we've built an application to allow users to manage data sources for processes like this, but with only one list that would be overkill.

Going with Forms also means you can leverage the authentication, validation, and other functionality already provided by Forms and Workflow so you don't have to reinvent the wheel.

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replied on August 1, 2022

Thanks for responding! 

We're already using Forms for this form/process.  It has a dropdown list that needs to be updated multiple times a week.  Instead of them contacting our team to make those changes, I would like for that department to be able to keep it updated, but don't want them as Process Admins for that form.

And, like you mentioned, we thought another form that updates a table, that feeds the dropdown list to main form was a little overkill.  We were hoping there may be a simpler solution.  

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SELECTED ANSWER
replied on August 1, 2022

Hi Bill,

Unless you already have some kind of tools to let people edit database content in a protected way, then I think a separate form/workflow process for the data management really is the "simple" solution because anything else is probably going to lack the kind of control you might want, be more fragile, or require a lot more development/overhead.

For example, you could just give someone access to edit the table is SQL Server, but then there's more of a learning curve and less control/protection.

Another option would be using a csv or excel file that they could update then have some kind of process to refresh the db from that file, but again, there would be less control, more room for error, and the sync process would be more complex than just using a form.

By using a separate Forms process:

  1. You avoid giving them Process Admin
  2. Don't have to worry about a learning curve
  3. Can control/restrict/validate inputs to protect/sanitize the data
  4. Shorten development/implementation because Forms/Workflow give you a UI, access control, pre-built db activities, etc.
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replied on August 3, 2022

Thank you sir!  Yes, we thought about the possibility of them updating an Excel file, but didn't really know what that would look like from the workflow side of things.  

Sounds like Forms and SQL is the way to go.  Really appreciate your feedback.  Have a great rest of the week!

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