A Lookup field shows a value from a linked record. Think of a contract that shows its vendor's tier without anyone typing it twice.

Here is the test: does the value already live in a record this one links to? If yes, you want a Lookup field. The table needs a Linked Record field first, because the Lookup looks through that link.

Example: a Contracts table with a field called Vendor Tier. It looks through the Vendor link and shows the vendor's tier on every contract. Change the tier on the vendor and every contract updates on its own.

The Vendor Tier field in a contract record, showing Tier 1 as a read-only pill in the gray box.

The field settings panel opens. It has two tabs: Settings and Help Text. There is no Defaults tab, because the value comes from the linked record, and no AI Field Agent tab. Add Field stays off until a Lookup Field is chosen.

The field settings panel, Settings tab, with Display Format, Linked Record Field, Lookup Field and Include Filters.

The Settings tab holds the link to look through, the field to show and an optional filter. Top to bottom: Display Format, Linked Record Field, Lookup Field and Include Filters.

A read-only box: "The Display format is based on the selected lookup field below". There is nothing to choose. A Lookup shows the value the way its source field does. A Single Select comes through as a pill, a date as a date, a file as a file.

The field in this table that links to the records you want to read. The dropdown lists the table's Linked Record fields. For Vendor Tier, pick Vendor, the link from Contracts to Vendors.

The field in the linked table whose value you want to show. The dropdown is locked until a Linked Record field is chosen. Then it lists every field of the linked table with its type icon, with a search box at the top. For Vendor Tier, pick the Vendors table's Vendor Tier field.

The Lookup Field dropdown open, listing the fields of the Vendors table with their type icons and the search box.

Off by default. On, only linked records that match a condition are read. The switch opens a Filter modal at once. It has a Where row with a field of the linked table, an operator and a value, + Add Filter for more rows, and Save. After saving, the panel shows the condition in one line with an icon to reopen the modal.

Vendor Tier needs no filter, because each contract links to one vendor. A Lookup that reads through a link to many records is different. Contract End Date on a vendor might filter to Status is Active, so expired contracts are left out.

A note for the person reading the record, up to 800 characters. Help Text Appearance shows it As A Tooltip (the default, behind an info icon next to the field name) or Below The Field Name (always visible).

Nobody fills in a Lookup field, so write the help text to say where the value comes from. For Vendor Tier: "The vendor's tier, read from the Vendors table. To change it, open the vendor."

Field Permissions. Every field can carry its own permissions, which control who can see the field. Open the column menu and select Edit Field Permissions. A Lookup is never edited in a record, so the useful setting is who can see it. See Field Permissions.

Access to the linked table. The value shows on the contract whatever the reader's access to Vendors. Opening the vendor from the Lookup needs at least Viewer access to the Vendors table. See Linked Record Field.

Dynamic Record Permissions. A Lookup field can also drive record-level rules: who can see or edit a record based on the value it holds. Every field type except Button can drive a rule. See Dynamic Record Permissions.

Once the Lookup is saved, every contract shows its vendor's tier. The value is read-only; a selected grid cell shows a small lock badge, and in a record the value sits in a gray box.

Select a Lookup value to open the record it comes from. From a contract, that is the vendor, where the tier can be changed by anyone with permission. When a record links to several records, their values show side by side, separated by |.

While you edit a record, Lookup Value Preview shows what the Lookup will say once you save. Add, change or remove a linked record in the open record and the Lookup updates on screen. Nothing is stored until you save the record. See Linking Records.

Filter by the Lookup the same way as by the field it shows. Vendor Tier shows a Single Select, so "Vendor Tier is Tier 1" lists every contract with a Tier 1 vendor.

Group a view by the Lookup and each value becomes a group. Group contracts by Vendor Tier and the Tier 1 group holds every contract that needs the fullest review.

Sort from the column menu. The sort labels follow the source field: First → Last for a Single Select, A → Z for text, 1 → 9 for a number or a date.

A Lookup can read another Lookup, so a value can travel two links: a finding shows its contract's vendor tier through the contract. The field also works in Auto-Generated Titles and as a condition in the filters of Count, Lookup and Rollup fields. To add up or count across linked records instead of showing their values, use a Rollup or Count field. See Rollup Field and Count Field.

A formula can read a Lookup. Through a link to one record, the value comes as a single value. Through a link to many, it comes as a list, so wrap it in a function that takes a list. This one flags contracts whose vendor is Tier 1:

An automation can read a Lookup: the value is passed on to later steps, and a condition can test it. See Automation Actions explained.

A Lookup is read from the linked record, so there is nothing for a form to collect, but the field can be shown on a form. See Form View.

Change what the field shows. Open Modify Field Settings, pick another field under Lookup Field, then Update Field. Every record shows the new value.

Add or change the filter. Turn on Include Filters, or select the icon next to the saved condition, set the rows and select Save, then Update Field.

Change the field type. A Lookup field can become a Text, Text Area or SmartDoc field. The link to the source is dropped and each record keeps the current value as text. See Changing a Field's Type.

Delete the field. Open the column menu and select Delete Field. Deleted fields sit in the Recycle Bin for 30 days.

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Last verified 1 Nov 2026.