When allowing your users to log in using a list of existing values in a table, you might want to hide old records instead of showing your users a constantly growing list of login options. For this, you'll need to define what differentiates your actual login records from the obsolete ones and create a new formula field that will be populated based on that condition to act as the new login field. Follow these steps to set it up:
Define a filtering condition. Here are some examples:
You want to keep only those options with a common keyword in their name column.
You want to remove the login options before 2024, and your table has a year column.
You want to keep only the login options associated with a project, and there's a field that specifies the project.
Create a new formula field in your users table and use a formula that populates this new field with the login credential if the condition is met.
For example, if the login options you want available have something in common in the
Namefield, such as the string 'student,' you can use theFIND()function to find that string in theNamefield and populate the new login field with the sameLogindata as the original login field, only if the condition is met. The new login field will remain empty for any records that don't meet this condition and will therefore be hidden in the list of available options. The formula could look something like this:
💡 Using the AND() function, you can evaluate multiple conditions and populate those records that match:
IF(
AND(
FIND('Student',{Name}),
FIND('Active',{Notes})
),{Login}
)
💡 The formula field offers many useful functions. You can even use AI to create your formula by clicking 'Generate formula' and describing what you want to achieve.
Once the new login field is populated by the formula, swap your old 'Login field' for the new one in your extension configuration. Don't forget to turn on 'Allow users to search from existing values in the table' for the new field, too.
Do you have any questions about this or any other feature? Please contact support. We'll be happy to help!