After a Smart Field Preset has been created and used in a Smart List field, you may want to adjust how it behaves — for example, by refining the filters, editing the name, or reviewing which records appear in the list. This allows your Smart Lists to stay accurate as your data changes.
Important: Changing the source form or primary field of a preset will not retain any existing data that was recorded using the original Smart List. We instead recommend creating a new preset to use in the appropriate form fields. While the original preset cannot be deleted once used in the setup of a Smart List, it can be removed from any form fields, renamed with "Archived", and left unassigned.
The steps below walk you through how to update an existing preset and how to limit or refine the values that appear in your Smart List.
Step 1: Open Smart Field Presets
To get started, open the Administrator tab and select Form Designer from the navigation bar. Then, click on Smart Field Presets. This page displays every preset available in your site, including those already assigned to Smart List fields.
Locate the preset you want to update and click the pencil icon to edit it.
Step 2: Update the preset
You can make the following changes to an existing preset without affecting data already entered:
Update the name the preset
Add, remove, or adjust field filters to refine which records appear in the dropdown
If your preset includes records that you no longer want appearing in the Smart List (such as inactive or archived entries), filters allow you to narrow the results. Scroll to the Optional Field Filters section and click Add A Filter to limit the dropdown options based on field values in the source form.
If multiple filters are present, all filter conditions must be met for a record to appear in the dropdown. More complex filters — such as those using links or program fields — may reduce performance. To delete a filter, click "Remove".
Step 3 (optional): Use Preview to check results
Use the Preview button at the bottom of the page to confirm what updated records will appear in the list, and how fast the preset runs.
If your preset shows a Slow warning, try simplifying or removing filters. Contact Support if performance issues persist.
Step 4: Save your changes
Once you're finished, click Save Preset. Any fields using this preset will automatically reflect the updated results.
