Understand lookup field

Understand lookup field

The lookup field enables you to establish a relationship between two forms. These forms can be within the same app or in any other app in your account. By adding a lookup field to a form, you can enable your users to look up the data in the related form, and allow them to select one or more values.

Features

Understand adding a lookup field to your form

When you add the lookup field to your form, you need to do the following. Learn how to add a lookup field
  1. Define the Relation: Here you select the form that you want to establish a relationship with
    • You can create a new relation, or
    • You can use an existing relation, which will make that relation bidirectional. Learn more
  2. Set the Display Type: This defines the way in which the looked-up data will be displayed when your users access this lookup field, and the numbers of values your users will be allowed to select — one or many.
    • Dropdown: The looked-up data will be displayed in a dropdown, and your users will be able to select one value
    • Radio Button: The looked-up data will be displayed as radio buttons, and your users will be able to select one value
    • Multi Select: The looked-up data will be displayed in a drop-down menu, and your users will be able to multiple values
    • Checkbox: The looked-up data will be displayed as checkboxes, and your users will be able to multiple values

Customize lookup's display fields

You can customize the manner in which the related form's records are displayed by your lookup field. You can have the lookup field display the data stored in one field of the related form, or from multiple fields. When you select multiple fields, you can define if any separator is to appear between the field values. Learn how

The lookup field can display data from the following types of field: name, address, email, phone, single line, number, percent, currency, decimal, auto number, date, date-time, formula, users, ID, added user, modified user, added time, and modified time.

Allow new entries through the lookup field

There can be instances where the data (in the related form) that a user wants to look up, is not present in it. Instead of making the user access the related form, then add the required data, and then look it up from your form, you can enable them to add records to the related forms via the lookup field itself. Learn how to enable this

After enabling the Allow new entries property of the lookup field, below is what a user will experience upon accessing your form:

  1. The Add New Entry option will be displayed by the lookup field as the last choice
  2. Clicking or tapping it will open the related form in a pop-up window, where you can enter and submit the required data
  3. The entered data will be added to the related form, and will also be selected in the lookup field

Filter the records that the lookup field displays

By default, the lookup field displays all the records present in the looked-up form. However, you can apply a filter based on data in the looked-up form. Learn how

The filter you set will be applied every time your users access the lookup field, both while adding and editing a record.

Bidirectional relations

A bidirectional relation is one that enables you to access related data from both sides of the relation. For example, if the Employee and Department forms in an employee management app are bidirectionally related, then:

  • You'll be able to view department data in the Employee form, and perform actions like assign an employee to a department
  • You'll be able to view employee data in the Department form, and perform actions like tag or de-tag an employee to a department

You can establish a bidirectional relation between two forms in either of the following ways:

  • Add a lookup field to your form and make it bidirectional
  • Add a subform/lookup field, then add a lookup/subform field (respectively) based on the first relationship

Other field properties

Reporting capabilities

In reports, you can enable the data stored in the lookup field to appear clickable (on a web browser) and tappable (on a phone or tablet). When your users click or tap on it, the Detail View of the related form's report will appear.

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