schema - forms - lookup fields

  • Updated

Overview

Lookup Fields are a new form component in the form builder that allows users to see information from a related object or its context directly inside a Form. This means users don't have to switch screens to find the context they need to complete a task. 

Additionally, Admins can use these fields to create conditional logic rules that automatically show or hide other fields based on the data in those related records.

 

Prerequisites

  • Established Objects with schema-defined sibling relationships or relationship Fields.

 

Required Permissions

  • Control Center permission to configure forms in Schema.
  • End-Users must have permissions to access  the related records to view the values.

 

Configuration Steps

  1. Open Control Center and select Schema.
  2. Navigate to Forms.
  3. Click + FORM to create a new form or select an existing Form from the list.
  4. Select the Designer tab to open the canvas.
  5. Locate the Lookup Field option in the toolbox.
  6. Drag and drop the Lookup Field onto the design surface.
  7. Select the lookup-field-settings tab on the right-side panel.
  8. Use the Field Tag Builder to define the source object and the target field.
  9. Configure the Visibility setting in the General tab of the field to determine if the value should be visible to the end user or hidden for conditional logic purposes.
  10. Click SAVE to apply the configuration.

13 STEPS

1. Open Control Center.

2. Select Schema.

3. Navigate to Forms.

4. Click + FORM to create a new form or select an existing Form from the list.

5. Select the Designer tab to open the canvas.

6. Locate the Lookup Field option in the toolbox.

7. Drag and drop the Lookup Field onto the design surface.

7b. Drop

8. Click open Settings.

9. Select the lookup-field-settings tab on the right-side panel.

10. Use the Field Tag Builder to define the source object and the target field.

11. Configure the Visibility setting in the General tab of the field to determine if the value should be visible to the end user or hidden for conditional logic purposes.

12. Click SAVE to apply the configuration.

13. That's it. You're done.

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Next step

 

Technical Considerations & Dependencies

  • Live Data Display: The information displayed in a Lookup Field is pulled directly from the source record at the exact moment the user opens the form.
  • Read-Only Operation: Lookup Fields only read information; they cannot be used to update or change the data in the original source record.
  • Relationship Requirement: You can only pull data from objects that are directly related to the current record.

 

Limitations

  • Direct Relationships Only: You can only pull data from:
    • An object directly related to the current record,
    • Sibling objects that share the same context,
    • Or objects related to the context itself through its relationship fields.
Sourcing data from a record that is related to a related record (multi-level traversal) is not supported.
  • Form Builder Scope: Lookup Fields are only available within the form builder and cannot be used in other view components.
  • No Calculations: You cannot use Lookup Fields to perform calculations or combine data.
  • Relationship field list: The relationship must be a direct, single reference. It cannot be sourced from a relationship field list. 

 

Validation

To ensure the Lookup Field is configured correctly, open a record associated with the form. Verify that the correct information from the related record is displayed, or, if hidden, any conditional logic relying on that field executes as expected.

 

Expected Results

  • Lookup Field will display as empty if the source field has no data, 
  • If the source field is associated with multiple values, the Lookup Field will display all the values separated by commas.
  • A hidden Lookup Field will still provide its value to the form's logic engine, allowing you to trigger Conditional Logic Flow without showing the data to the user.

Example of  Conditional Logic Flow

Admins can use hidden Lookup Fields to dynamically change what a user sees based on related data.

  1. An administrator adds a Lookup Field to a Settlement form, sourcing the Client Type from the related parent Project.
  2. The visibility of the Lookup Field is set to hidden.
  3. The administrator configures a conditional logic rule on a Settlement Options field to only display if the hidden Lookup Field value equals "Corporate".
  4. When a user opens the Settlement form, the system evaluates the hidden Lookup Field. If the parent project is a Corporate client, the Settlement Options field automatically becomes visible to the user without any manual input required.

 

Troubleshooting

Issue: The Lookup Field renders as empty.

  • Possible Causes:
  • The related record does not have any information in that specific field.
  • The current record is not linked yet to the related record.
  • The user accessing the form does not have the necessary permissions to see the related record.
  • Resolution Steps: Verify that a relationship exists between the records and that the target field contains data. Ensure the user has the appropriate viewing permissions. If the field is evaluated by conditional logic, it will be treated as an empty value. No error message is shown to the user.

Issue: A "No configuration available" warning appears in the Field Tag Builder.

  • Possible Causes: The form is missing context object selectors.
  • Resolution Steps: Ensure that a configuration property or mainObjectSelector/contextObjectSelector properties are provided within the configuration of the workspace.