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Forms Item: Look Up Options

Note

Available configurations vary by form item type.

A Look Up automatically populates form fields using information from your database. The form completer enters or selects a value, such as an ID Number, and the Look Up retrieves related information and populates other fields on the form.

For example, when a faculty member enters an ID Number, a Look Up can automatically populate the corresponding name and email address.

Look Ups use Data Dictionaries data sets classified as Form Look Up.

Note

Data sets are similar to Campus Portal Forms data sources.

Note

Form Look Up data sets expect the @LookUpValue parameter that will reference the value of the input on the form the look up data set gets associated with.

In addition to the @LookUpValue, Form Look Up data sets can also use information about the currently logged-in user. Available parameters include:

  • CurrentUserIdNum

  • CurrentUserPartyAppId

  • CurrentUserPartyGoid

  • CurrentUserApplicationUserPartyAppId

  • CurrentUserPrincipleId

  • CurrentUserApplicationUserAppId

Sample SQL:

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

The example process below outlines what happens when an ID Number field uses a LookUp data set and the sample query above:

  1. User enters their ID Number.

  2. ID Number replaces the @LookUpValue parameter and the query runs.

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

  4. Returned values populate the mapped Impersonal_Long and Impersonal_Short fields in the form from the J1FormattedNames table.

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 when the form loads. Commonly used when the Look Up retrieves information about the currently logged-in user.

Trigger After Set

Allows fields populated by the Look Up to trigger their own rules and events.

Preserve User Input

Retains text manually entered by the form completer. Use this option when form completers may manually update values after a Look Up runs.

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

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

FAQ

Can a Look Up return multiple records?

No, it can only return one row.

When should I use Execute on Load?

No, it can only return one row.

What happens when no matching record is found?

No, it can only return one row.

What are common use cases for Trigger After Set?

No, it can only return one row.