Custom Prompts

Prompts are the individual values that make up a list that fields use to limit selectable options. Prompts that share the same prompt key make a prompt list. A prompt list is associated with a field using the prompt key. Prompts are not related to scope. The same prompt list can be used for a field scoped to a person or a field scoped to a gift.

The following keys are reserved and should never be used in prompts: app:round, bit, citizenship_country, country, decision, form, interaction, interaction_activity, material, region, state, test_confirmed, user. The following keys have system-wide purposes and should only be used as advised: activity_type, device_type, language, reference_type, payment_account, school_type, sex.

Prompt Settings

Setting Description
  • Active - Active Prompts are available for selection externally on a form.
  • Inactive - Inactivate Prompts are no longer available for selection externally on a form. A prompt can be made inactive without fear of losing data associated with them. Inactive prompts can be available administratively.

Prompts can be organized using a folder structure.


Prompts that share a key will be part of the same prompt list.

Prompt keys must be lowercase, cannot have spaces, and the only acceptable special character is an underscore (_).


The value is what displays to the user.  

Changing the value of a prompt will update that change to any field associated with the prompt list. For example, a constituent status value is 'Donor.' The 'Donor' value has been used for years, stored in a field, and saved on thousands of records. Suppose the value of the prompt is updated to 'Current Donor.' In that case, all the previously saved values will update from 'Donor' to 'Current Donor.'  

Category The category allows for the configuration of subgroups among prompts. These subgroups can be used for filtering, and they can also be displayed as headings (optgroups) on forms if the field is configured as a select list.
Short Value

A short value will be displayed internally to administrators, while the value will display externally. In the query tool, the short value will default when the field's export is selected. A query can still export the value of a prompt instead of the short value by editing the fields query export and selecting 'Extended Value.'

Index Value

Can be used as an extra custom value that can be accessed in query exports. 

Export Value Configure up to 5 export values for a prompt. Export values can be used in a query as exports to external systems.
Order When configured, the prompts in the prompt list will appear in the specified order. If left blank, the prompts will be displayed in alphabetical order.
Parent ID Parent ID is no longer used and should remain null. 
Effective Date/Time When configured, the prompt value will behave as an Active prompt only if the current date/time is on or after the Effective Date/Time. This setting can automatically activate a prompt option on a specific date.
Expires Date/Time When configured, the prompt value will behave as an active prompt only if the current date/time is before the Expires Date/Time. Expiring a prompt will cause the prompt to behave externally as if it is inactive but will still be accessible internally.


XML is for special use only.


Notes are used to store helpful reference information about the prompt.


Creating a Prompt

To create a prompt, navigate to the Database section and select the Prompts tool under the Records and Dataset header. Typing Prompts into the search bar also find the link on the page.  

Settings within the Details tab of fields

In the Prompts tool, select the insert link. A prompt requires two sections to be filled out for the prompt to be created, the Key and the Value.

Settings within the Details tab of fields

Cached prompt values are refreshed approximately every 5 minutes in production—once refreshed, any new prompts will be made available for use throughout forms and queries. If the prompt is needed instantly, force-refresh the cache by navigating to Database > Prompts and clicking on the force-refresh hyperlink. You'll see a message that reads "OK," acknowledging that the prompt is now available.

Settings within the Details tab of fields

Prompts can be created and managed in batch using the Upload Dataset tool. The following article describes the batch process: Batch Create & Edit Prompts - Prompt Import Source Format.

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