The lookup field enables you to create a relationship between data lists, or data lists and approval forms. Using this relationship you will be able to lookup data from another data list in the same application or from a data list in a different application in your Yeeflow account. This mapping of data is done using the item ID. Each item that you add to your data lists will generate a item ID, which serves as a backend reference to accomplish data sync. When you are filling a form, the lookup field will show the list of values or items that have been added in the related data list. And when you choose a value and submit the current form, a mapping is established between both the data list or the approval form and the selected data list. This mapping of data is done using the item ID.
Let's assume you have 2 data lists: the Product Category data list to manage categories, and the Products data list to manage the details of each product. The Products data list includes one Lookup field called "Category" which allows users to select item that's stored in the Product Category data list.
And then, you have a form which allows users to select the product category and products under the selected category. You can use 2 lookup fields on your form to connect to the "Product Category" and "Products" data lists. And, Set the data filter condition on the Product Lookup field to only select products under the selected category.
Meanwhile, when users selected a product, you want to display the product related information (like the unit price) which are stored in the Products data list as separate fields. You can using the additional fields settings of the Lookup field control to bind those additional fields' value to other field controls on the current form.
Other advantages of using a lookup field
Lookup field helps you with:
Reducing the number of forms you create in your application.
For instance, you have a Staff Register for your educational institution. Let's say you want to capture attendance of your staff department-wise. You might create a form for each department with details of the staff for them to register their attendance individually, which might lead to you creating multiple forms (say you have 15 departments, you will create 15 forms). Instead you can create a separate Department data list to capture all the 15 departments, and a Staff data list to capture the list of Staff. Then you can create a Attendance register where you can lookup the Department and Staff, values using lookup field. You can create a common attendance register for all staff and at the same time categorize them based on departments, thus reducing the number of forms.Data modeling.
Using the lookup field you will be able to establish relationships between your data. This allows your forms, data lists and its data to interact with each other, enabling you to build a structured and unified data storage. This unification provides a track to link data and to create a process that is simpler and manageable.Refer related data in another data list.
You will be able to fetch the data by syncing the data stored in another data list with the form at hand.
Definitions
Item ID
Each item(or saying "record') that you add in data list form will generate an item ID. The lookup field will be recognized as its source item ID(s).
Data Source
The Data source is a data list from which the lookup are coming. The data list can come from any application in your Yeeflow account.
Target Data & Form
The target data & form is the two which you are using lookup to return the value(s). The target form is applicable to both the approval form builder and the list form of a content list.
How to add a Lookup field
Firstly, find the Lookup control in the controls add panel. Then, drag and drop it into a section or container on your form.
Pro Tip
To use it on your target form, you need have a source data firstly. Generally, they should NOT be in the same data list. .
Basic of the Lookup field
Open the Content > Basic block and set the Title's text of this Lookup control. For more information about Title for field control, please refer:
Set the Associated variable for this Lookup control. When you add a new Lookup control, a default variable will be generated automatically. You can click the Edit Button to change the ID and name, or click the Reset button to bind this Lookup control to other existing variables. For more information, please refer:
In the Application section, select current application or a different application from the dropdown list.
Afterward, move on to the List section. Select the data list under the selected application.
In the Data Filters section, click the condition button to filter the data from the selected data list.
Set the Primary Order and
Secondary Order to sort your data properly.
Pro Tip
Conditions and Filters
By default, the lookup displays all the items present in the source data form. In some scenarios, you may apply some filters based on data in the source data form.
When setting filter for a lookup：
Only index fields can be selected from your source data. Learn how to set the index of a field.
Some of the field types, like: Checkbox, Multiple Metadata, Attachment, Image, Text Area and Rich Text, are not supported to be set as the filter condition.
Yeeflow offers an Expression Editorto meet the criteria for that filter field.
You can add multiple conditions for criteria. The data will be returned only if all conditions are met.
Appearance of the Lookup field
Open the Content > Appearance block to set the appearance and layout of this Lookup field control.
Placeholder: Set the text as the placeholder of this Lookup field.
Multiple: Turn ON this option to allow users to select multiple items.
Display field: You can select the field in which the related data list's records are displayed by your lookup field.
Tooltip: It is optional to have a tooltip that will display above this field value.
Additional Fields: Click "Settings" button to set the fields which will be displayed from the list items picker window.
Fields: From the list of fields of the related data list, click the checkbox to select the fields, and select the display order of each field. The checked field(s) will be listed as order and displayed in lookup windows.
Associated fields: You can choose to set any fields' value of the related data list to the field controls of the current form. To do this, you should have both associated fields share the same data type. E.g. A user field in this target form should be associated with a user field in source data.
Display Title: Choose display or hide the title of this control. For more information, please refer: Understand the title of field controls
Allow comment: Turn on this option will allow users to add comments on this control.
Dynamic Display Rules: When you set a dynamic display rules, It behaves differently based on specific conditions and rules. Learn how to create dynamic display rules for a control
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Validation
Open the Content > Validation block to set the properties of this User field control. Validation will verify that the data users enter in this form meets the standards you specify before the form can be submitted.
Read only
Set this field as read-only to create variable form pages of your workflow(or application versions) . All bound controls (fields) can be made read-only, with the exception of fields that are already read-only by default. E.g. Calculation.
Required
Required field will make sure the user provides a response. When a field is required, an error message will display under this field and at right top of the form. The form cannot be submitted until a value has been added to the field.
Required fields are indicated by a red asterisk(*) next to the label. By default, fields are never required.
Please Note: Only a required field in visible of this form will trigger the validation action.
Custom Validation
You can set a custom error message that will display under your field when specified conditions become true. It will allow you to add any number of rules for validating your field.
Action call of the Lookup field
Open the Content > Action block to call a pre-defined action from the dropdown list. This action will be triggered once the value of this image field is changed.
Style the Lookup field control
Field - Editable
Open the Style > Field - Editable block to set the styles of the field control for it's editable status.
Typography: Set the typography options for the text in the Lookup field control.
Normal / Focus:Set different styles for normal state and focus state of the Lookup field control. Styles below are supported to be set separately for Normal and Focus state.
Color: Choose the color of the field's text.
Background Color: Set background color of the field. By default, the background color is set as transparent.
Border Type: Select the type of border, choosing from none, solid, double, dotted, dashed, or grooved.
Radius: Set the border radius to control corner roundness.
Shadow: Adjust box shadow options
Operation Button: Set the styles of the operation button after the text box.
Color: Select the color of the button’s text
Background Color: Select the button’s background color.
Placeholder Color: Choose the color of the placeholder text.
Align: Set the alignment of text inside the field control. Can be Left, Center or Right.
Padding: Set the Padding of the field control.
Field Width: Set the width of the field control in PX or %.
Field Alignment:Set the alignment of the field control. This will only be effected when the field width is less than the outside container.
Selected items: Set the styles of the selected items.
Margin: Set the Margin of each selected items in PX or %.
Padding: Set the Padding of each selected items in PX or %.
Typography: Set the typography options for the text of selected items.
Color: Select the color of the selected items.
Background Color: Select the background color of the selected items block.
Border Type: Select the type of border, choosing from none, solid, double, dotted, dashed, or grooved.
Radius: Set the border radius to control corner roundness.
Shadow: Adjust box shadow options
Error Message: Set the styles of the error message,
Typography: Set the typography options for the error message.
Color: Choose the color of the error message's text.
Field - Read Only
Open the Style > Field - Read Only block to set the styles of the field control for it's view only status.
Selected items: Set the styles of the selected items on it's read only state.
Margin: Set the Margin of each selected items in PX or %.
Padding: Set the Padding of each selected items in PX or %.
Typography: Set the typography options for the text of selected items.
Color: Select the color of the selected items.
Background Color: Select the background color of the selected items block.
Border Type: Select the type of border, choosing from none, solid, double, dotted, dashed, or grooved.
Radius: Set the border radius to control corner roundness.
Shadow: Adjust box shadow options
Style of title
Set the Title of field controls that are applicable to this control.
Advanced Settings
Set the Advanced options that are applicable to this control.