Make Multiple Selections

[DeIvory Gordon]

Hello, I have a form with a field titled "Who does this server belong to?", the field has a drop down list with three choices: "NTT", "TCS" or "Local IT".  I want the user to be able to select one, two or all three of the choices.  When I created the variable on the catalog item I selected Type "List Collector", then "List Table" popped up, but there is not a table for the three choices.  Also, I think I have to add a reference qualifier.  I do not know what to do from here.  Any help you can provide is greatly appreciated!  

[Tanushree Maiti · Accepted solution]

Hi @DeIvory Gordon 

In this article , you will get step by step instructions: Tip: How to use "List Collector" as an alternative to multiple checkboxes?

1. You need to select question_choice table as ref table

2. Add the ref qualifier for your choices.

3. As question_choice is OOB internal table , so business end user will not have access on this choice table. You need to create a READ Acl for them.

Also check:

https://www.servicenow.com/community/developer-forum/populating-the-choices-for-a-list-collector-var...

[AndersBGS]

Hi @DeIvory Gordon 

The values that you're trying to fetch, is that stored in a table or not? If not, then you could utilize "choice list" instead. If the values are stored in sys_choice table, then you could utilize the "lookup select box" instead. So in general, it depends on where the values are stored and if the are already stored or not.

[Tanushree Maiti · Accepted solution]

Hi @DeIvory Gordon 

In this article , you will get step by step instructions: Tip: How to use "List Collector" as an alternative to multiple checkboxes?

1. You need to select question_choice table as ref table

2. Add the ref qualifier for your choices.

3. As question_choice is OOB internal table , so business end user will not have access on this choice table. You need to create a READ Acl for them.

Also check:

https://www.servicenow.com/community/developer-forum/populating-the-choices-for-a-list-collector-var...

[mza-guille · Accepted solution]

Hi DeIvory,

For this requirement I would not start with a List Collector unless NTT, TCS, and Local IT are actual records in a table that you want to maintain.

A List Collector always needs a table because it selects records from that table. The reference qualifier only filters records from the selected table; it does not create the choices. That is why you are getting stuck at the "List Table" field.

For only three static options where the user can choose one, two, or all three, the simplest pattern is:

- Add a Label or Container with the question: "Who does this server belong to?"

• Add three Checkbox variables under it:
• NTT
• TCS
• Local IT

Then in your Flow, script, notification, or approval logic, check which checkbox variables are true.

Use a List Collector only if you want those ownership options to be data-driven. In that case, create a small custom table, for example u_server_owner_group, with records for NTT, TCS, and Local IT, and point the List Collector to that table. A reference qualifier is only needed if you later want to filter those records.

I would avoid using question_choice/sys_choice for this simple case unless you have a strong reason. It can work, but it adds unnecessary ACL/access concerns for a business-facing catalog item.

So the practical rule is:

- Static 3 choices -> Checkbox variables

• Choices maintained as records -> Custom table + List Collector
• Single choice only -> Select Box / Multiple Choice