tl:dr
Issue: Filter uses only the validation list in drop downs or cascades to filter, ignoring legacy data already in the form instances after validation list has been changed for whatever reason. This may lead to ignoring a big chunk of legacy data in the early days of teh changed list.
Resolution: Filter all data
Long text: At present, the dropdown filter works by referencing only the values that are currently configured in the dropdown control list on the Forms Manager design page. The filtering logic does not consider historical values stored in older form instances if those values are no longer part of the active validation list.
To explain this using the example you shared:
Initially, the dropdown control contains the values Option 1, Option 2, and Option 3, and form instances are created and saved using these values.
At a later point, the dropdown values are updated to O1, O2, and O3 due to a client or process change, and new form instances are created using the updated values.
When a filter is applied using O1, the system filters only against the current dropdown configuration. As a result, only the newer form instances saved with O1 are returned.
Older instances that were saved with Option 1 are not included in the results because Option 1 no longer exists in the current dropdown list, even though it was valid at the time those instances were created.
As a result, when dropdown or cascade option values are modified, renamed, or replaced over time, any previously saved instances containing the older values will not appear in the filter results. Only form instances that use values from the current dropdown configuration are returned during filtering.
