Item Validation based on Project

Hi all,

We have a list of Service Items that we use on transaction forms. Currently, when a transaction form is filled out all service items are available to be selected.

We would like these items to validate against the project selected on the transaction form so that only certain service items can be selected to be expensed to the project.


Project A has the following related items: Admin, Events, Outreach

Project B has the following related items: Admin, Marketing, Operations

Goal: User filling out an expense report for Project A would only have Admin, Events, & Outreach as options to select from in the list field after selecting Project A in the project field.

Do you have a suggestion as to how to accomplish this?

Beginner Asked on January 14, 2020 in Items.


Whilst I think you could limit the available items based on the user, I can’t immediately think of an option that would allow you to do it based on another field.

Typically, when faced with this sort of scenario, I have needed to do some scripting of a new custom field that then feeds in to the standard field. But that may not be ideal if you have a large number of items as the scripted fields a standard drop-down.



on January 15, 2020.
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Best answer

I figured it out. At first I tried creating a custom record to map Project Tasks to Service for Sale Items but that wasn’t working as expected as the custom field on the transaction forms could only list the ID or Name fields of the custom record which I didn’t want it to use (I wanted it to list the added Service Item field).


So, instead I created a custom CRM field on the Project Task record form. (Type = Multiple Select; Item = List/Record; Applies To = Project Task)


After this field was created I was able to add multiple service for sale items to the project task record.

Then I added a custom Transaction Line Field (Type=List/Record; List/Record=Item) to my Journal Entry, Expense Report, and Vendor Bill forms.  I applied Sourcing & Filtering to this field so that it looked for the Service item relating to the project task (Source List=Project Task; Source From=Service Items).


Now I’m in business. Thanks all for the replies. Have a great day.

Beginner Answered on January 16, 2020.
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For custom fields, check this out:

For standard fields (which I think is what you’re talking about here), I think you’d have to do some scripting, ideally creating a custom record to manage the dependencies.

Intermediate Answered on January 15, 2020.

Thanks James. The linked guide was very helpful in getting me to the finish line. I hadn’t thought of using a Multiple Select field.

on January 16, 2020.
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