Conference schedules, project timelines and event calendars all share the same challenge: users need to focus on specific time periods without being overwhelmed by everything happening this year. Static drop-downs showing all events force users to manually hunt through dozens of irrelevant options. Date-filtered drop-downs solve this by adapting their contents based on user-selected date ranges.
When your data includes date information, letting users set a time window transforms unwieldy option lists into focused, actionable choices. This technique works for any scenario where temporal relevance matters — from training schedules to maintenance windows to marketing campaigns.
The temporal filtering challenge
Consider an event management scenario where your conference spans several weeks with dozens of sessions. Users planning their attendance don’t want to see workshops from three weeks ago or sessions that won’t happen for another month. They need options relevant to their current planning horizon.
Here’s an event data table stored in a hidden form screen named EventData and created using our data editor:
| EventName | Speaker | Topic | Room | EventDate | EventType |
|---|---|---|---|---|---|
| Tech Innovation Summit | Dr. Sarah Chen | Future of Technology | Main Auditorium | 2025-10-05 | Conference |
| Marketing Strategy Workshop | Marcus Johnson | Marketing in the Digital Age | Conference Room A | 2025-10-08 | Workshop |
| Product Launch Event | Elena Rodriguez | Product Innovation | Exhibition Hall | 2025-10-12 | Launch Event |
| Developer Conference | James Kim | Software Development | Tech Lab | 2025-10-15 | Conference |
| Design Thinking Bootcamp | Priya Patel | Creative Problem Solving | Workshop Space | 2025-10-18 | Bootcamp |
| Data Science Symposium | David Thompson | Big Data Analytics | Lecture Hall B | 2025-10-22 | Symposium |
| Leadership Retreat | Lisa Chang | Strategic Leadership | Executive Boardroom | 2025-10-25 | Retreat |
| Customer Success Forum | Michael Brown | Customer Experience | Community Center | 2025-10-28 | Forum |
| AI & Machine Learning Expo | Aisha Williams | Artificial Intelligence | Innovation Hub | 2025-11-02 | Expo |
| Startup Pitch Competition | Robert Lee | Entrepreneurship | Startup Lounge | 2025-11-05 | Competition |
| Digital Transformation Summit | Nina Kowalski | Digital Strategy | Summit Hall | 2025-11-08 | Summit |
| UX/UI Design Conference | Carlos Garcia | User Experience Design | Design Studio | 2025-11-12 | Conference |
Without filtering, users would see all events in the drop-down, regardless of when they’re actually planning to attend. (Real-life data could include hundreds of events.) With date filtering, they set their preferred time window and see only relevant options.
Implementation with date-time fields and FILTER
The technique combines two date-time fields for range selection with the FILTER function to display matching options. Create fields named StartDate and EndDate for the date range, then a text drop-down named Events that displays filtered results.
Example: Conference event filtering
Here’s a demo app showing date-filtered drop-downs in action:
Set different date ranges using the Start date and End date fields, then see how the Events drop-down updates to show only sessions falling within your selected time window. Try setting a narrow range (October 10 – 20) versus a broader one (October 1 – November 15) to see the difference in available options.
Creating the filter formula
Associate this formula with the Values property of your Events drop-down:
The FILTER function returns array elements that satisfy a logical condition:
- First parameter: The array to filter (EventName column).
- Second parameter: The logical test that determines inclusion.
The logical test uses two conditions joined by && (and):
- EventData!EventDate >= StartDateEventData!EventDate >= StartDate — Event date must be on or after the start date.
- EventData!EventDate <= EndDateEventData!EventDate <= EndDate — Event date must be on or before the end date.
Only events meeting both criteria appear in the drop-down. When users adjust either date field, the filter automatically recalculates and updates the available options.
Adding descriptive group labels
You can enhance the user experience by showing how many events match the current filter. Create a named value called FilteredEvents with the same filter formula, then associate this formula with the Label property of the containing form group:
This transforms a static “Events” label into dynamic feedback like “Events (3 found)” or “Events (8 found),” helping users understand the impact of their date selections immediately.
Adapting to different scenarios
The same pattern works for various temporal filtering needs:
- Project deadlines: Filter tasks by milestone dates or completion deadlines.
- Training schedules: Show only courses or certifications available within specific enrollment periods.
- Maintenance windows: Display only service appointments or maintenance slots during approved time frames.
- Marketing campaigns: Filter promotional activities by launch dates or campaign periods.
For any scenario involving time-sensitive data, date-filtered drop-downs transform overwhelming option lists into focused, actionable choices that adapt to user needs automatically.
This approach works particularly well when combined with other filtering techniques, like role-based access control or optional criteria filtering.
For a complementary technique that displays filtered results as rich text summaries rather than drop-down options, see our guide to dynamic text visualization.
Note: This technique requires named values, which are not available in our Starter plans.