Interface Dropdown Salesforce Household Name

Hi ​@Jazzy3 

What is the purpose of showing the Household ID on the Zapier Interface Form?

Try these Zap steps:

1. Trigger: Table - New Record
2. Action: Filter
   1. Check if the Household ID column value is empty
3. Action: Salesforce - Find Record
4. Action: Tables - Update Record
   1. Map the Record ID from Step 1

guess i dont need to show it, but want the HouseholdID to use later in flow. i want to pick the Household Name and then it will create the new record in the ZApier Table.  Thanks Troy

Hey ​@Jazzy3 👋

Just checking in—how did you get on with Troy’s suggested approach?

Were you able to get the list of existing household names appearing in the Household name field on the form as well?

If not, wanted to suggest setting the selection source to be the table where you’ve got all the Household names and IDs stored. For example:

It wouldn’t be load the corresponding ID for the household but should make it possible to select from the list of household names that are stored in the table at least.

Keep us posted on your progress! 🙂

i created a Table in Zapier called Household Lookups and another called Households. i have an Interface with a dropdrown that pulls in the data from the Household Lookups (HouseholdName). when i select that i would like for the rest of the interface to populate/or create new with the record from the Households table.

Ah I see, ​@Jazzy3. Hmm, looks like you also reached out to our Support team and they confirmed it’s not currently possible to use a dropdown field to automatically populate other fields on a form. The closest workaround would be what Troy suggested.

If I’m understanding correctly, not all of the fields shown in the screenshot need to be prefilled—just the HouseholdID and Household Name. And on the Interfaces form, people would still need to select values for HouseholdName Lookup, Email2, Email3, Terminated and Employee—is that right?

If so, what’s the purpose of having the HouseholdID and Household Name visible on the form? Is it so people can confirm they’re looking at the right household? Or are there conditional fields that only display for certain households?

Perhaps you could use Troy’s suggestion to automatically add the name and ID to the table record, and have the form redirect the person to another page where they can then see those details. You could use the “Navigate to page” option in the form’s action settings to send the submitted form data to another Interfaces page. That second page would have a table view filtered dynamically based on the Household Lookup value (See Filter a Table, Kanban, or Checklist component).

So, while the HouseholdID and Household Name wouldn’t be prefilled on the form itself, you could keep them hidden in the form and then display them in the table.

Here’s an example setup that has:

• A form that submits data to a Form Submissions table (creates a new record) and redirects to a page called Submission View.

• The other page uses a dynamic filter so the table only shows records where the Household Lookup matches the one that was just selected.

When setting up the Navigate to page action be sure to select the Send data to this page option so the dynamic filter will be able to use the form data:

After submitting, the person is taken to the Submission View page:

One thing to note: the page needs to be refreshed before the Zap-added details appear in the table. As you can see in the GIF above, the new data didn’t display until after I refreshed the page.

If you’d also like to limit the view so users only see their own submissions, check out our Use dynamic filters to show personalized information guide.

And from there, you could take it a step further—adding a Button field (not shown on the form) to the table to trigger or continue a Zap. For example, if someone needs to review or approve the submission, you could have an “Approve” button next to each record that kicks off a Zap and sends an email with the relevant details.

You can learn more about working with Button fields here: Use the Button field in Zapier Tables

Do you think that approach could work?

am i only able to view the result page in table view? Also, it’s asking me to upgrade (just upgraded to the Pro Automation Bundle) in order to use Dynamic Filters. it seems like alot of work arounds for something that seems basic with forms and tables. First form will have dropdown called household (pulls data from a Table - not able to link to salesforce so have to store the info in a table). Once that is selected, it shoudl open another PAGE and display that Data (hopeuflly not in Table View). this is not ideal but a bunch of workarounds for what i woudl like it to do. 

Ah, sorry about that ​@Jazzy3. Yes, seems the dynamic filters feature is only available on the Advanced plan:

Totally understand that it feels like a basic need for form and table use cases so I’ve passed along your comments here to the team to help flag the need for this kind of functionality to be more widely available across all plans.

am i only able to view the result page in table view?

You’re able to display the data in other ways too, such as a Kanban board or Checklist component. Both allow filtering, though there are a few things I want to call out:

Kanban View

• You’ll need to group cards by a dropdown field. For example:
  
  

• So you’d need to add a dropdown to your Table that defines the “column” each item should appear in.

• Not all record details are immediately visible in the kanban listing. Clicking a card is required to reveal it’s full details:

• By default, users can drag cards between groups. If that’s not ideal, you can disable dragging in the settings for the Kanban component:
  

Checklist View

• Offers a task-style display, but again, clicking a task is still required to see the full details:
  

Would a kanban or checklist style display feel like a better fit than the table view for your use case?

I know this isn’t the most ideal solution, but hope it gives you a usable path forward while we continue working on improving the functionality of Interfaces.

When i click Lookup its creating a new record (which i dont want). it then open the page (kanban) but doesn't show the records for the HouseholdName Lookup. 

Glad to see you’re giving that kanban view a try, ​@Jazzy3! 🙂

You’re wanting to use that form field as a search field to filter the records on the kanban view, but the trouble is that the forms component is submission form rather than a search form so doesn’t have that sort of functionality. I’ve done some further testing and it looks like if you don’t connect the kanban to the table that’s connected to the form (and creating records for each form submission) it’s not going to allow you to filter by the value that’s entered into the HouseholdName Lookup field. 

So you’re going to need another Zap to delete the new record it creates. That way you can maintain a list of all the household details in the table that’s connected to the form but have any duplicate records automatically deleted. Below I’ll share the Zap and kanban setup I tested just now which successfully deleted the duplicate record that the form created and showed only the card for the original household record in the table.

Zap setup:

The Zap triggers when a new record is added to the main table (in my case that’s called Form submissions). I’ve got a Delay For action set to delay the Zap for 1 minute, this is because of the other Zap that needs to lookup the Salesforce details and add them to the table so we can search for a match against them:

After the delay the Find Records action checks to see if there’s already records with the same name as the one that is in the record that was just created:

Then I have a filter to see if the total Count of matching records that was found is Greater than 1 which would indicate that it’s a duplicate record. This is important to have this check as it prevents the Zap from deleting all new records that are added, and will only delete the duplicate record that has just been added:

In the Delete Record action be sure to select the Record ID from the trigger and not the Find Records action,—this will make sure that the Zap deletes the new duplicate record, not potentially the existing the record it found:

To prevent the duplicate records from being shown on the page I added a dropdown field called Households and gave it only one value “Active”:

Kanban setup:

Then I set the kanban to group the table data by that field:

When a new record is created by the form it doesn’t have anything other than the Household Lookup field value set so “Active” isn’t selected so it won’t be displayed, only the existing record with “Active” selected will be shown. So even though the Zap is delayed in deleting the duplicate record it will still only show the original record:

For the filtering, I set a new reference ID for the lookup field:

And referenced that in the filter like this:

Hope that helps. If you give it a try and get stuck, just let me know! 🙂

i see on the ZAp #3 to delete the new record which is being created because it is a submission form, the household lookup is the only field that is being created on the new record in the Households table. LookUp Field1 the HouseholdName (which will be blank) and comparing it the HouseholdName Lookup is coming back with a count of 1. if i manullay go in and add the name to HouseholdName then it will show a count of 2. so the questions is can we update the HouseholdName field based on the HouseholdName Lookup (Dropdown field)?

Yes, you can achieve this using Zapier! Here’s how:

1. Set the trigger as your form submission (with the selected Household Name).

2. Add an action step: Salesforce → Find Record (search for the Household Name).

3. Once found, use another action: Zapier Tables → Create Record (store the Household Name + Household ID in your Zap table).

If you need help setting up the search or mapping the fields, let me know—I can guide you through the steps!

Good question, ​@Jazzy3! Yes, it’s possible to update the blank HouseholdName field based on the value in the HouseholdName Lookup field. To detect the duplicate, you’d need to add a short delay so the other Zap has time to populate the HouseholdName, otherwise it will always see the count as 1 and won’t delete the newly created record.

Here’s the overall flow:
    1. Zap A - Triggers when a record is created, searches for the HouseholdName in Salesforce and updates the relevant fields on the record.
    2. Zap B - Triggers when a new record is created, is delayed for 1 minute, searches the table for records with the same HouseholdName, filters if the count is higher than 1, and deletes the record if it is.

Hope that helps to clarify things. Let me know if you have any more questions at all 🙂

trying to see if i can save some steps. by checking the HouseholdName Lookup field and if there are duplicate records then delete the latest. Also since i was not dynamically able to pull the info in for the dropdown from SalesForce, i just created a table with the required fields in it. so, i would assume the delays are irrelevant at this point? Thanks as always SammieB!!

You’re welcome ​@Jazzy3! 😁 Ah, no worries. Just to clarify, Tables and Delay actions wouldn’t count towards your task usage if that’s part of why you were looking to save some steps.

Also since i was not dynamically able to pull the info in for the dropdown from SalesForce, i just created a table with the required fields in it. so, i would assume the delays are irrelevant at this point?

You’re right—the delay shouldn’t be needed if you’re not having to auto-populate certain fields with another Zap before being able to check for and remove the duplicates.  

If you need anything else, just let me know! 

"Smart workaround with the table definitely saves time! And yeah, if delays aren't tied to dynamic pulls anymore, they probably don't matter. Good thinking!"