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An option filter narrows which of a picklist’s options a dropdown offers, for one taxonomy (or one workspace), without editing the picklist itself. The picklist stays whole; only the form is restricted.
You often want one shared picklist but a different slice of it per taxonomy. A UTM Mediums list might hold email, social, and cpc, while your Email Campaigns taxonomy should only offer email. Rather than cloning the picklist three ways, add the same dropdown to each taxonomy and apply an option filter on each. A filter is set on the field’s placement in a taxonomy, not on the field or picklist. The same control is also available per workspace, so one taxonomy can show different options in different workspaces.

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Hide a few, or choose a few

There are two filter modes, and the difference is what happens to options you add later:
  • Use all options, hide a few: show everything except the options you hide. New options added to the picklist later appear automatically.
  • Only specific options I choose: show only the options you tick. New options added to the picklist later stay hidden until you add them to the filter.
A filter uses one mode or the other, never both. Choose Only specific options I choose when the slice is fixed and you want new options vetted before they show. Choose Use all options, hide a few when the dropdown should track the picklist and you are just trimming a few. The full rules for both modes live in Field-reference overrides.

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Filter options on a taxonomy

1

Build the shared picklist and field once

Create a UTM Mediums static picklist with the codes email, social, and cpc. Create a Dropdown field named utm_medium pointed at that picklist. The filter is not a setting on the field, so leave the field as-is.
2

Add the dropdown to a taxonomy

Open the Email Campaigns taxonomy and add utm_medium to its field list.
3

Open the filter for that field

In the taxonomy editor, open the utm_medium field and its Taxonomy settings tab. Under Option filter, click Filter options, choose Only specific options I choose, tick email, and click Save Filter.
4

Repeat per taxonomy

On Social Campaigns, add utm_medium and filter it to only social. On Ad Campaigns, filter it to only cpc. Each taxonomy keeps its own filter, so the same field shows a different slice in each.
5

Confirm the picklist is untouched

Open the UTM Mediums picklist. All three codes are still there. The filter changed only what the form offers.
To check it: start a submission on Email Campaigns and the utm_medium dropdown offers only email; on Social Campaigns, only social.

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Filter options per workspace

Requires the Business plan or higher. See Plans and limits.
The same control exists per workspace. In the workspace’s settings, click Configure on the row that connects the two to set option filters for that taxonomy in that workspace. Use it when one team should see a narrower set than another while sharing the taxonomy. Both filters apply together: if a taxonomy-level filter and a workspace-level filter both restrict a field, an option must pass both to appear. Clearing a workspace’s filters is always allowed, on any plan. See Workspaces for the connection itself.

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Worked example

You ship one UTM Mediums picklist (email, social, cpc) and place utm_medium in three taxonomies:
  • Email Campaigns: Only specific options I choose, email. Later you add a newsletter code to the picklist; it stays hidden here until you add it to the filter.
  • Ad Campaigns: Use all options, hide a few, hiding email and social. The dropdown shows cpc today, and any new paid-channel code you add to the picklist (say display) shows up automatically.
  • Social Campaigns: Only specific options I choose, social.
Same picklist, three different forms, and the picklist remains the single place you maintain the codes.

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Gotchas

  • Choosing hides new options; hiding reveals them. This is the decision that bites people. With Only specific options I choose, new options stay out until you add them. With Use all options, hide a few, new options appear automatically.
  • A filter can block publish. If a filter names an option code that the picklist no longer has, publishing the governance model fails until you update the filter or restore the option.
  • Filters do not cascade. On a cascading dropdown, the filter narrows the dropdown it is set on. Child dropdowns still offer every child of whatever the parent selected. The taxonomy and workspace filters are applied after the cascade narrowing.
  • The picklist is unchanged, and existing values survive. A filter narrows the form only; it is not access control. A record that already uses a now-hidden code keeps it when you re-save it, while deleting an option from the picklist invalidates the value even on existing rows. The remaining rules (dropdown fields only, no empty allowlist) are in Field-reference overrides.