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Advanced Users

Filtered Drop-Down Lists

To help casual users be successful, you can filter drop-down lists depending on other fields. For example, you might want to limit the Programs drop-down list on the Events page to only display programs for the selected congregation/parish. That way, a casual user is only able to select from the appropriate programs.

Gif showing an example of an Event record; with the Main Congregation selected, you see four choices for the Program field, and with a different congregation selected, you see three choices for the Program

  • You can filter drop-down lists if they are dependent on a condition. This streamlines the processes by only displaying relevant options.
  • Apply one filter per drop-down list.
  • While the drop-down list is limited, all options are still available. Use the picker and switch the view to All Records to select any valid value.
  • Bonus: You can layer a filtered drop-down list with the page's pick list view to create a truly custom experience.
Tip: Want to filter a drop-down list but not based on a field? You can do that! Read about the Page Record and create the Pick List View that works for you!

The Field Management record includes some fields you'll want to be aware of.

Example of the Field Management record for the Program_ID field related to the Events page

Page
The page the drop-down list is on. This is specific to the page, not the record.
Field Name
A Field on the Page identified in the Page field. This needs to be a drop-down field (lookup Field).
  • Enter the actual, proper field name here. See Table Lookup Convention for additional information.
  • Enter the field name like this, for example: Occupation = Occupation_ID
Filter Clause
A valid SQL WHERE statement defining when to apply the filter. Curly brackets at the end of the clause identify a field on a specified page.
Note: This value comes from the Page where the drop-down list options are stored, not the page with the drop-down list you're filtering.
Depends on Field
The field that, when updated, changes the options that display in the drop-down list. For example, changing the Congregation field on the Events page changes the options available in the Program drop-down list.
  • If the drop-down list options depend on anything, enter that Page ID.
    • In our Events example, enter the Congregation Page ID here, because the drop-down list filters based on the congregation you select.
  • If the drop-down list options do not depend on anything, enter the Page ID of the page identified in the Page field.
    • For example, to limit the Standard Statement drop-down list on the Accounting Companies page, enter the Accounting Companies Page ID, because the drop-down list is limited to the Standard Statement no matter what other values are selected.
Note: This value is required to set up a filtered drop-down list. It is not required for other types of Field Management.

Default Filtered Lists

These drop-down list filters are included at deployment. Don't be afraid to add your own filters to make ministry easier for your church! These filtered lists apply whether they are on a page or tab.

  • Accounting Companies: Filters the Statement drop-down list to show the Donor Standard Statement.
  • All Form Fields: Filters the Depends On drop-down list to fields on the selected custom form.
  • All Steps: Filters the Escalate to Step drop-down list to steps in the selected process.
  • Event Participants: Filters the Group Participant drop-down list to group participants associated with the selected event participant. No more guessing which "Bob Smith" is the correct one!
  • Events: Filter the Programs drop-down list to programs associated with the selected congregation/parish.
  • Household Care Log: Filters the Household drop-down list to households associated with the selected care case.
  • Needs: Filters the Providers drop-down list to providers approved to provide the selected need type.
  • Room Reservations: Filters the Room drop-down list to rooms associated with the selected event's campus.

Add a Filter Clause

Use the Advanced Search Tool to get this SQL value.

  1. Go to the page where the drop-down list options are stored (in our example, the Group Role Types page).
  2. Open the Advanced Search Tool and select the files want to filter by.
  3. Switch to SQL Layout.
  4. Copy and paste the SQL.

Set Up a Filtered Drop-Down List

We'll include some filtered drop-down lists on deployment, but you can set up your own to suit your church.

  1. In the navigation menu, click System Setup > Field Management.
  2. Click New Field Management.
  3. Make your selections.
  4. Click Save.

Did you come up with a creative way to filter a drop-down list? Share it with the MinistryPlatform Community and inspire other churches!

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Last updated: December 9, 2025