Motion 2 Training Guide: Creating Form Dropdown Lists

Objective: By the end of this guide, you will be able to create, manage, and implement a dynamic dropdown list (combo box) or a radio button group within any Motion 2 form.

Process Overview: This process connects three core components in Motion 2:

1. Data Groups: The source list of options.

2. CRM Entities: The CRM field that stores the selected option.

3. Form Tasks: The user-facing form where the dropdown appears.

Section 1: Building Your List with Data Groups

Goal: In this section, you will create a reusable list of choices that will populate your dropdown.

• Step 1: Navigate to Data Groups

• Find and open the Data Groups component. Think of Data Groups as the foundational building blocks for form options; they are the single source of truth for the choices a user can make.

• Step 2: Create a New Data Group

• Click the 'Add' button on the left to create a new group.

• Give it a clear, descriptive name that reflects its contents (e.g., "Pizza Toppings," "Country List," "Favorite Foods").

• Step 3: Define the Data Structure (Fields)

• Right-click your new data group and select "Manage Fields." This defines the "columns" of your list.

• Add the 'Label' Column: Create a Text type field and name it Label. This will hold the text that users see for each option. Critical Setting: Make sure to mark this field as a display field and searchable.

• Add the 'Order' Column: Create a Number type field and name it Order. This field will control the sequence in which the options appear.

• Note on Additional Fields: While label and order are essential, you can add as many other fields as needed. This allows you to associate hidden data with each option (e.g., a routing number, a risk score, or a unique ID) that can be used elsewhere in your workflow without being visible to the end-user.

• Step 4: Populate Your List with Values

• With the data group selected, click the 'Add' button on the right side of the window.

• For each option you want in your list, add a new row and fill in its Label (e.g., "Pepperoni") and its Order number (e.g., 1).

Section 2: Linking Your List to the CRM

Goal: Now, you will create a custom field in the CRM to save the user's selection from the list you just built.

• Step 1: Go to the CRM Component

• Navigate to the Configuration tab and then open the Entities tab. Entities are used to extend the CRM and link custom data, like your list, to a person's record.

• Step 2: Select an Entity and Group

• Choose an existing Entity Group (or create one to stay organized) and then select or create an Entity within it. An entity often corresponds to a specific form or a collection of related questions.

• Step 3: Add and Configure the New Field

  • Right-click the entity group and select “Add Entity”.

• Right-click the entity and choose "Manage Fields."

• Click to add a new field and configure its settings:

• Type: Select the Data Group you created in Section 1. The system will recognize the link.

• Label: Write the question you want to ask the user (e.g., "What is your favorite pizza topping?").

• Render As: Choose how the field should look. Select Combo Box for a dropdown or Radio Group for radio buttons.

• Order By: Tell the system how to sort the list. Select the order field and set the direction to Ascending.

• Step 4: Save the Entity Field

• Click save to finalize the creation of your new CRM field.

Section 3: Adding the Dropdown to Your Form

Goal: The final step is to make your new dropdown list visible and functional on a user-facing form.

• Step 1: Open Your Form Task

• Navigate to the Motion 2 component and open the workflow containing the form task you wish to edit.

• Step 2: Manage Form Fields

• Right-click the form task and choose "Manage form fields."

• Ensure a Person Field Set is present and linked to the correct Role (e.g., "Contact," "Applicant").

• Step 3: Add the Entity Field Set

• Right-click on the Person Field Set and choose "Add entity field set."

• Select the entity group and the specific entity that holds your dropdown field from the list.

• Step 4: Add the Specific Entity Field

• Right-click the new Entity Field Set you just added and choose "Add entity field."

• Select your field (e.g., "What is your preferred destination?") from the list.

• Step 5: Final Form Configuration

• You can now select the field on the form and make final adjustments, such as changing the front-facing Label for this specific form, setting it as Required, or confirming its Render Type.

Conclusion

Congratulations! You have successfully built a dynamic, data-driven selection field. By connecting a Data Group to a CRM Entity and adding it to a Form Task, you've created a maintainable and scalable way to capture user choices.

Now that the user's selection is saved to their record, you can trigger a whole host of automations based on the specific option they choose.

Remember, Data Groups are powerful and can be used for much more than just dropdown selections. Explore other resources to learn more about their full potential in your workflows.