Create dropdown containing list of all records in an object.

[esealpha]

We are working on a form. Department 1 initiates a process by completing the form. It then goes to Department 2 to apply the appropriate solution, then back to Department 1 to complete. So far, I've created a Custom Object for Vendors that we will sync from our ERP.

The initial form has to have a Vendor field so Department 1 can select the appropriate vendor. I can upload a list of vendors to a drop-down list, but that list would have to be manually maintained as Vendors get added regularly

So, we are trying to figure out a way to keep that dropdown list updated automatically. And at the same time, associate the ticket with a Vendor so Department 2 can report on Vendors and discrepancies.

[RubenBurdin · Accepted solution]

Hello @esealpha 

As fas as I know:

1) No HubSpot form field can auto‑pull live records from a custom object today; dropdowns are just enumeration properties that you maintain by hand — so the vendor list you uploaded will stay frozen until someone edits the property (HubSpot Knowledge Base.)

2) Quickest native workaround is to have Department 1 create the ticket inside the CRM (or a ticket pipeline form) instead of a Marketing form: on the ticket‑create panel they can search the Vendor custom object in the Associations sidebar, pick the right record, and the ticket is instantly linked for Department 2’s reports—no dropdown, no maintenance. 

3) If you must keep the public form, turn the dropdown into an auto‑updating list: a) create a ticket property vendor_selector (dropdown select), b) spin up an Ops Hub workflow triggered whenever a Vendor record is created/updated, c) add a Custom code action that calls the CRM Properties API (/crm/v3/properties/tickets/vendor_selector) and PATCHes the full option set (existing options + new vendor name/ID); because you’re overwriting the property each time, the form list stays in sync without manual edits — custom‑code docs https://developers.hubspot.com/docs/reference/api/automation/custom-code-actions and properties API https://developers.hubspot.com/docs/api/crm/properties. 

4) On submit, use the same workflow to look up the Vendor by its unique ID (search API) and run the Associate record action so the ticket and vendor are linked; from there Department 2 can filter tickets by vendor or build custom reports HubSpot Developers

 5) If writing and hosting that snippet feels heavy, a reverse‑ETL tool like StackSync can watch the Vendor object in Postgres, update the dropdown property each night, and auto‑associate the ticket via SQL—zero code inside HubSpot.

Ruben Burdin 

Real-Time Data Sync Between any CRM or Database | Founder @Stacksync (YC W24)

[SamCBarth_LAIRE · Accepted solution]

Hi! @esealpha   I think the best way would be to use Associations instead of a dropdown

If Vendors will sync as an object then the association list will be automatically maintained like the Companies object

[RubenBurdin · Accepted solution]

Hello @esealpha 

As fas as I know:

1) No HubSpot form field can auto‑pull live records from a custom object today; dropdowns are just enumeration properties that you maintain by hand — so the vendor list you uploaded will stay frozen until someone edits the property (HubSpot Knowledge Base.)

2) Quickest native workaround is to have Department 1 create the ticket inside the CRM (or a ticket pipeline form) instead of a Marketing form: on the ticket‑create panel they can search the Vendor custom object in the Associations sidebar, pick the right record, and the ticket is instantly linked for Department 2’s reports—no dropdown, no maintenance. 

3) If you must keep the public form, turn the dropdown into an auto‑updating list: a) create a ticket property vendor_selector (dropdown select), b) spin up an Ops Hub workflow triggered whenever a Vendor record is created/updated, c) add a Custom code action that calls the CRM Properties API (/crm/v3/properties/tickets/vendor_selector) and PATCHes the full option set (existing options + new vendor name/ID); because you’re overwriting the property each time, the form list stays in sync without manual edits — custom‑code docs https://developers.hubspot.com/docs/reference/api/automation/custom-code-actions and properties API https://developers.hubspot.com/docs/api/crm/properties. 

4) On submit, use the same workflow to look up the Vendor by its unique ID (search API) and run the Associate record action so the ticket and vendor are linked; from there Department 2 can filter tickets by vendor or build custom reports HubSpot Developers

 5) If writing and hosting that snippet feels heavy, a reverse‑ETL tool like StackSync can watch the Vendor object in Postgres, update the dropdown property each night, and auto‑associate the ticket via SQL—zero code inside HubSpot.

Ruben Burdin 

Real-Time Data Sync Between any CRM or Database | Founder @Stacksync (YC W24)

[esealpha]

I'd love to use the native ticket creation tool. But I've got too many custom fields I'd need to add. And we use that tool for lots of other tickets. I realize we can use conditional formatting, but it would involve going back and reworking the entire form to accommodate all the ways we create tickets. So it looks like I'll be looking into option 2.