Catalog form drop down design

Meenal Gharat
Tera Guru

yesterday

Hi Experts,

 

I am working on catalog form where it as 1 field based on the drop down selection we have 4 more fields whose drop down values is dependent on eachother while system ID field has around 60 chocies values in drop down how can we manage this based on above drop down selections?

 

And the in approval flow it has to trigger to the different users based on these fields selection.

 

How can I make this design manageable kindly advise. I have created 1 custom table what should be the field type I use in custom table and catalog form?

 

Best Regards,

Meenal Gharat

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2 REPLIES 2

AnkaRaoB
Kilo Guru

3 hours ago

Hi @Meenal Gharat ,

 

When a catalog item has multiple dependent dropdowns (with -60+ System IDs) and approvals must route dynamically, avoid choice lists.
Use reference variables and a single custom mapping table to control both dependencies and approvals.

Recommended approach:

  • Create one custom table to map Category -Subcategory --Type -- System ID -- Approver
  • Use Reference-type variables on the catalog item
  • Apply reference qualifiers to filter dependent dropdowns
  • Drive approvals via Flow Designer by looking up the mapping table
  1. Scalable and easy to maintain
  2. No hard-coding or long client scripts
  3. Clean UX and simple approval logic
  4. Add/change systems or approvers by updating table records only

    If my response helped mark as helpful and accept the solution

 

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kalanidhikr
Tera Contributor
In response to AnkaRaoB

2 hours ago

Your decision to create a custom table is correct.
This table becomes the “source of truth” for dependent values and approval mapping
 

Recommended Table Structure (Example)

Field Type PurposePrimary FieldDependent Field 1Dependent Field 2System IDApproverActive
Choice / StringThe main dropdown value (Category / Type)
ReferenceReferences another table OR stores sub‑choices
ReferenceSame logic
Reference (Recommended)Reference to a table storing 60 system IDs
Reference (sys_user / group)Who should approve
True/FalseTo easily maintain your mappings

 

Why use Reference fields instead of Choice?

  • Reference fields are scalable (unlimited values).
  • Admins can add values without modifying catalog variables.
  • You can reuse values across catalog items.
  • Reference fields work well with dynamic filtering & Lookups.

If my response helped mark as helpful and accept the solution

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