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Create and configure a Lookup field in a Data List
Create and configure a Lookup field in a Data List

Creating and managing Lookup fields in data lists. Learn step-by-step how to add, configure, and utilize Lookup fields for data integration.

Updated over a week ago


In Yeeflow, a Lookup field is a versatile tool that allows you to link different data lists together, forming a relational database. This feature is crucial for enhancing data organization and ensuring data consistency across various lists. This guide aims to help new users quickly learn how to add and configure a Lookup field in a data list.

1. Adding a New Field to Your Data List

  • Navigate to your data list within Yeeflow.

  • Click on the "+ New column" button, located at the end of the header.

  • A slide-in window will appear from the right side of your screen.

2. Choosing the Field Type

  • In the new field configuration window, locate the 'Field type' dropdown list.

  • Select 'Lookup' from the list of available field types.

3. Setting Up the Lookup Field

  • Enter a 'Display name' for your field in the provided textbox.

  • Decide if this field should be unique by selecting the 'Unique value' option.

  • Add a custom placeholder in the provided space if necessary.

  • Choose whether this field will allow multiple values by toggling the 'Multiple' option on or off.

4. Configuring Display and Source Settings

  • In the 'Display style' dropdown, select your preferred control type—either 'Data picker' or 'Dropdown list'.

  • Choose your data source: this can be from the current application or another application within your Yeeflow account.

  • From the 'Data source' dropdown, select the desired data list, document library, or form report.

  • In the 'Display field' dropdown, choose which field value will be displayed when a user selects an item.

  • If you wish to use another field for the Tooltip, select it from the 'Tooltip' dropdown list.

For example, if we want to add a lookup field to link to a data list called "Products" which is under the "Purchase management" application. And have the Product Number as the Display field, then the settings will look like below:

5. Additional Fields Configuration

The Additional Fields feature in a Lookup field allows you to import and synchronize more information from the source data list into your current data list. This capability is particularly useful when you want to have key information from related lists readily available in your current list. Here's how to set it up:

  • Understanding the Concept: For instance, consider you have a "Products" data list in Yeeflow, containing fields like 'Product Name' and 'Price'.

  • You can use the Additional Fields feature in a Lookup field to bring these specific data points into your current list whenever a product is selected.

  • Preparation: First, you need to ensure that your current data list has fields ready to receive this additional information. In our example, you would create two new fields in your current list: 'Product Name' (with Single text field type) and 'Product Price' (with Currency field type).

  • Mapping Additional Fields:

    • In your Lookup field settings, find the section labeled 'Additional fields'.

    • Click the "Settings" button to open the Additional Fields configuration window.

    • Here, you'll see a list of fields from your source data list (e.g., the "Products" list).

    • For each field in the source list that you want to include, select the corresponding field in your current list where this data should be mapped. In our example, map the 'Product Name' from the Products list to the 'Product Name' field in your current list, and do the same for the 'Price' from the Products list to the 'Product Price' field in your current list.

  • Display Style Configuration:

    • When you set the Display style of your Lookup field to Default or Data picker, you will notice checkboxes next to each field in the configuration window.

    • Checking these boxes allows you to select multiple fields to be displayed in the Data picker’s pop-up window.

    • This feature enables users to view more information at a glance, making it easier to pick the appropriate item(s).

    • You can also customize the order in which these fields are displayed by adjusting the numbers in the order column. This flexibility allows you to prioritize the most important information for quick access.

  • Synchronization: When a user selects an item from the Lookup field, the Additional Fields will automatically populate with the corresponding data from the source list. For instance, choosing a product will bring in its name and price into the respective fields in your current list.

  • Flexibility and Customization: This feature offers significant flexibility. You can choose to map as many fields as necessary from the source list, tailoring the data that appears in your current list to meet your specific needs.

6. Sorting and Filtering Options

  • Under 'Primary order' and 'Secondary order', choose the fields by which you want to sort the data.

  • Use the 'Condition' button under 'Filter settings' to establish any necessary filtering conditions for the data.

  • Determine if the field is mandatory by toggling the 'Required' option on or off.

7. Saving the Field Settings

  • Once all settings are configured, click the 'Save' button to create your new lookup field in the data list.

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