What happens to existing items if I change a dataset key, delete rows or list values, or change a lookup's dataset?

Short answer: Removing a dropdown or list value doesn't change existing items. Changing a dataset key can leave lookups in existing items empty, and deleting dataset rows can't be undone. Back up first, and use dataset views instead of deleting where you can.

Why it happens

• A selected list value is stored on the item like text, so later list changes don't reach it.
• A lookup finds its record by key. When the key changes, the old value no longer matches.
• Deleting a row removes the record permanently.

How to fix it

Before you change anything:

1. Export the dataset to CSV as a backup. See importing and exporting dataset data.
2. Test the change on a copy, or in a non-production environment.

What to expect:

• Removing a list value: existing items keep it. Only new items see the change.
• Changing key values: lookups in existing items, in progress or completed, can go empty. Dataset-based step assignments change only for new items.
• Deleting rows: values that came from those rows can disappear from items and reports that reference them. To separate old and new data, use dataset views instead.
• Changing the dataset behind a field in a live form: old items keep their data.
• Changing a field's type: this can affect existing data. Kissflow limits type changes on fields that already hold data.
• Deleting unused lists: check dependencies in list governance first.