When users complete a form, the selectable options for Dropdown and Radio Button fields have to come from somewhere. Where that list comes from matters: a list typed once on a single field is quick to set up but maintained by hand, while a shared list is maintained in one place and updates every form that uses it.
Choosing an Option Source
Field-specific options (Custom List) — configure the options directly for each individual field. Use this for one-off choices that exist only on this form (e.g. "Yes / No / Partially"). Simple, but each field must be updated by hand if the choices change.
Shared Options List — a centrally managed list of pre-configured, reusable options, available to all form builders and usable across multiple forms and fields. Use this for standard values that must stay consistent across the organisation — departments, locations, priority levels. Update the list once and every linked form reflects the change, so "Department" means the same thing on every form and in every report. See Dynamic Forms: Managing Shared Option Lists.
External dataset — pull options from an external dataset using an API. 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), so users select from current data instead of a stale copy.
A useful rule of thumb: if the same list would be useful on a second form, it belongs in a Shared Option List.
Quick Steps
Select the Dropdown or Radio Buttons field on the form canvas
In the DCM, open the Options tab
Select the Source (Custom List, Predefined List, Shared Option List, or External Dataset)
Configure the options for the chosen source
Select the green save button
Important: Using a Shared Option List links the field to that list. Changes to the shared list affect all forms using it — which is the point, but always test dependent forms after changing a shared list.
Further Information
For creating and maintaining shared lists, see Dynamic Forms: Managing Shared Option Lists. For field configuration generally, see Dynamic Forms: Form Field Details, Properties, Rules.