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Forms Item: Look Up Options

Note

Available configurations vary by form item type.

A Look Up uses a trigger item/question to automatically complete other fields on the form based on information the form completer enters or selects. For example: If a faculty member enters their email address, the form can automatically populate their first and last name using data from your database.

LookUps take the value supplied by the form completer, pass it to the database, and return values to populate other fields. A LookUp data set may return multiple columns from multiple tables, but only one row can be returned. This row is typically associated with the value provided by the source field.

Look Up options are populated from Data Dictionaries data sets classified as Form LookUp. The selected data set pulls information from the designated tables into your form fields.

Note

Data sets are similar to Campus Portal Forms data sources.

You can use the ID number of the currently logged in user and pull information about them into fields using the following parameters:

  • CurrentUserIdNum

  • CurrentUserPartyAppId

  • CurrentUserPartyGoid

  • CurrentUserIdNum

  • CurrentUserApplicationUserPartyAppId

  • CurrentUserPrincipleId

  • CurrentUserApplicationUserAppId

Sample SQL:

SELECT ID_NUM, Impersonal_Long, Impersonal_Short
FROM J1FORMATTEDNAMES
WHERE NAMEMASTER.ID_NUM = @CurrentUserIdNum
SELECT ID_NUM, Impersonal_Long, Impersonal_Short
FROM J1FORMATTEDNAMES
WHERE NAMEMASTER.ID_NUM = @LookupValue

Sample process adding a Look Up Data Source  using the sample query above to an ID Number field:

  1. The user enters their ID Number.

  2. The entered value replaces the @LookUpValue and executes the query.

  3. The system retrieves the matching row from the database.

  4. The values from the Impersonal_Long and Impersonal_Short in the the J1FormattedNames table populate the corresponding form fields.

  5. The value in the table populates the mapped field.

  6. The values in the above columns that were matched to corresponding items/fields in the form will populate those fields.

Look Up Options

Condition Type

Description

Look Up DataSource

Select the data set to use. The table columns associated with the data set appear with corresponding drop-downs.

Note

You can select from Data Dictionaries data sets classified as Form Lookup.

Execute On Load

Executes the lookup immediately when the form is accessed.

Trigger After Set

Allows populated fields to trigger their own events.

Preserve User Input

Retains text manually entered by the form completer.

  • If a default value is present (e.g., LastName), it is also preserved.

  • If not selected, LookUp results overwrite user-entered text.