Shared Option Lists allow you to create reusable lists of dropdown options that can be shared across multiple forms. Instead of manually entering the same options in every dropdown field, you maintain a single source of truth — update the list once and all linked forms reflect the change.
Why Use Shared Option Lists?
Consistency — the same options appear everywhere they are used. "Department" is spelled and listed identically on every form, so reports across forms actually match.
Efficiency — update options in one place instead of editing each form individually. When a department is renamed, one edit fixes every form.
Governance — control who can modify standard option sets, so the categories your reporting depends on cannot drift form by form.
Creating a Shared Option List
Quick Steps
Navigate to Settings > Dynamic Forms > Option Lists
Click to create a new option list
Enter a name (e.g. "Department List") and save
Open the option list to add items
Add items such as "Finance", "HR", "Engineering", "Marketing"
Select Save
Reordering Items in a Shared Option List
Open the shared option list
Items are displayed in their current order (e.g. A, B, C, D)
Drag an item to a new position (e.g. drag D to the first position)
The list reorders (e.g. D, A, B, C)
Select Save to persist the new order
Any form using this option list will reflect the updated order in its dropdown.
Using a Shared Option List in a Form
Open the form designer and add a Dropdown field (or select an existing one)
In the DCM, open the Options sub-tab
Change the Source* from "Custom List" to Shared Option List
A dropdown of available shared option lists appears
Select the desired list
The field is now linked to the shared option list
Important: Changes to a shared option list affect all forms linked to it. Test after modifying a shared list to ensure dependent forms still work correctly.
External API Datasets
In addition to shared option lists, dropdown fields can also pull options from an external API dataset. Use this when the choices must come from a live system rather than a maintained list (e.g. a customer list pulled from your CRM):
Add a dropdown field to the form
Change the options source to External Dataset
Select a configured external API dataset
The dropdown will load options from the external source at runtime
Further Information
For choosing between option sources, see Dynamic Forms: Individual Form Field Options. For general field configuration, see Dynamic Forms: Form Field Details, Properties, Rules. For creating forms, see Create a Dynamic Form.