What is the Lookup enabled feature?
The Lookup enabled feature allows you to create a single or multi-select field that ‘looks up’ or can draw answers from any of the following master lists:
- Locations
- Entities
- Contacts
- Users
- Business Units
- Programs
- Folios
- Documents
The benefits of the Lookup enabled feature are:
- Lookup enabled fields dynamically update answers when the master lists are updated.
- You can create field names for lookup enabled fields that are tailored to the Folio Template and other layouts that you are using them on.
- You can create one or more lookup enabled fields even if the master list has already been used on that Folio Template and other layouts.
- You can create lookup enabled fields as single select or multi-select field types even when the master list is a different field type.
How do I set up the Lookup enabled feature?
To set up a single or multi select field as a Lookup field, select the Lookup enabled option and then select the master list you would like to base the lookup on.
The following master lists are available for you to use:
- Location
- Entity
- Contact
- User
- Business Unit
- Program
- Folio
- Document
Different Types of Lookup Enabled Fields
Locations Lookup, Programs Lookup or Business Units Lookup
These Lookup enabled fields draw their answers from Locations or Programs or Business Units. To set this up, select the Location or Program or Business Unit in the field called Lookup.
A lookup enabled field based on any of these master lists will show the answers of that master list in a drop down on any Folio Template or Layout it has been added to.
Entity Lookup
Entity Lookup fields draw their answers from Entities. To set this up, select Entity in the field called Lookup.
The lookup by default displays All Entity Categories or you may restrict it to one or more Specific Entity Categories by clicking on the Specific Entity Categories button and selecting the categories you want.
Contact Lookup
Contact Lookup fields draw their answers from Contacts. To set this up, select Contact in the field called Lookup.
The lookup by default displays All Contacts or you may restrict it to one or more Contacts related to an Entity that has been selected in an Entity Lookup on the same Folio Template or Layout. You can do this by clicking on Contacts from Specific Entity Field and then select the relevant Entity Field. Please note: We recommend that the Entity field is placed before the Contact field in the Folio Template or Layout.
For example, in the above screenshot the user must first select a counterparty and then pick a contact from that counterparty in the Contact Lookup field.
User Lookup
User Lookup fields draw their answers from Users. To set this up, select User in the field called Lookup.
The lookup by default displays All Users (Full & Lite) or you may restrict it to just Full Users or just Lite Users by click on the respective buttons
Folios Lookup
Folio Lookup fields draw their answers from Folio records. To set this up, select Folio in the field called Lookup.
The Folio Lookup field gives you two options:
- Create New Folios (Available only on Folio Templates)
- Add Existing Folios (Available on Folio Templates and other layouts)
Create New Folios
To know more about Create New Folios click here
Add Existing Folios
Add Existing Folio by default displays All Folio records or you may restrict it to records on one or more Specific Folio Templates by clicking on the Specific Folio Templates button and selecting the Templates you want.
You may further restrict the list of Folio records displayed by Folio Status. You have the option to display All, Open or Closed records.
Document Lookup
Document Lookup fields draw their answers from Documents. To set this up, select Document in the field called Lookup.
The lookup by default displays All Document Categories. You can restrict it to one or more Document Categories by clicking on the Specific Document Categories button and selecting the categories you want. There is also a checkbox available to include the sub categories.
Please Note: The Document Lookup option is only available on the Folio Templates. It is not an option on any other Layouts
An example of a Folio record that uses the documents lookup is below.
You can click on the blue Key & Title link to open the document record. Clicking on the Eye will open to the document itself. Access to both is based off the users Access Rights to the Document
On the document record, you will be able to see the Lookup Reference snapshot, which lists the Folios where the document is referenced or used in a document lookup field, categorized by Folio template.
Inactive Answers or Retired Users in a lookup enabled field.
The lookup enabled field will always show only answers that are active on the master list.
If an answer has been used and is subsequently made inactive, or in the case of a user lookup the user is retired, it will continue to show on any record. However if a user edits the record and removes the answer they will not be able to add it back.
When retiring a user, you may replace users in all user lookups. Under user responsibilities, you may selectively replace them in user lookups as well.