Lookup fields can be added to your Database to allow users to select specific Users, Groups, Records from other Databases and items from the Resources module within the Record they are working on. Depending on the type of lookup field and the values selected, you can use a lookup field to prompt alerts, assign permissions, relate items or link Databases together.
There are four types of Lookup fields available for selection. You can read more about each type by clicking on the headings below.
Lookup fields can be used to link databases together by creating a hierarchical relationship between them.
This allows you to select and view records from other databases within your current database. For this option, the Records can appear in a Lookup Grid (pictured below) which automatically displays records that have the current record selected within it. Alternatively, you can create a Lookup Select field, which will contain a dropdown menu where users can select a specific record.
User Lookup fields enable the selection of users within a dropdown menu on your Record. This can be restricted to users from specific Groups, Divisions, based off a Groups Lookup fields or by selecting specific users. You can use this field to send alerts, assign permissions and ensure the correct users have been notified of a new task.
The Groups Lookup field allows users to select specific Groups within the record. This could be useful to assign a new task to a whole team or ensure a management group reviews a high priority risk. Like with User Lookup fields, this can be used to auto-assign permissions and apply it to Auto-Created folders.
The Resources Lookup field enables support for users to select items directly from the Resources module that will then appear within the Record. This ensures that the files within the record are subject to the same permissions as in the Resources module and that the file's version will always remain updated with any changes.
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You can read more about your Databases module here.
Please note that the 'Database', 'Records' and 'Resources' terminology referenced above may appear differently in your platform as these are customisable terms.
If you have any further questions please contact your Customer Success Manager.
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