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Lookup Field

Display a field value from a Linked Record

Jon Darbyshire avatar
Written by Jon Darbyshire
Updated over a week ago

A lookup field allows you to bring record contents from a linked record to another. The Lookup field is related to the Linked Record field function. At least one Linked Record field must be present in a Table to add a Lookup field.

Take a moment to understand SmartSuite Table Relationships, and remember Linked Record fields create relationships between Tables.

Field Limit Note:

The limit for complex field types in Tables vary based on plan type & include:

Free / Team Plan

  • 30 Linked Records

  • 30 Lookups

  • 30 Total Calc fields, including: Formulas, Rollups, Counts

Professional Plan

  • 50 Linked Records

  • 50 Lookups

  • 50 Total Calc fields, including: Formulas, Rollups, Counts

Enterprise / Signature Plan

  • 100 Linked Records

  • 100 Lookups

  • 100 Total Calc fields, including: Formulas, Rollups, Counts

When to use a lookup field

Lookup fields allow you to cross-reference information from others Tables. For example, if you have a Leads Table and an Accounts Table, it is important to avoid duplicating the contact information about the lead when they become a client.

After creating a linked record from Pipeline to Contacts, a lookup field can be used to select a field such as a contact's email. This avoids the need to enter the email of the converted lead again by pulling over the originally gathered data.

How to use the Lookup Field

Add a linked record

A linked record field is required in order to create a lookup field to display information from another Table. To use this field, start by adding a linked record field.

Add a lookup field

Add a new field and select "Lookup" from the available options.

Configure the lookup field

In the Lookup settings window, select the Linked Record field you want to use for your Lookup (there will be more than one if you have multiple linked records). Then, select the field from that Linked Record that you would like to Lookup.

Add lookup filters

From the field settings, you can toggle the "Include Filters" option and click on the arrow to define the filters. This allows you to restrict the set of data that is considered for the lookups in the field. The conditions you're able to specify are identical to the other areas of the product. You're able to specify multiple conditions for any filter.

Clicking through a Lookup

When clicking on a Lookup field value, you'll be brought to the record in which the data comes from, and you'll be able to review the rest of the record or make any necessary changes assuming you have the proper permissions.

Display Formats

Display options are easy with the Lookup field: they "inherit" the format of the field specified in the lookup configuration.

πŸ”Ž Check out quick articles on Adding Help Text to fields.

Examples of Use

Lookup Reporting Periods

Strategic planning, financial reporting, departmental, and individual performance management are associated with time periods, creating a form of annual business engine.

The simple Initiative Management solution available in the SmartSuite Solution Library maps Initiatives to Goals, using a Lookup field to cascade the Period of a Goal to the associated Initiatives that will deliver the desired results.

Human Resource Personnel Files

The Personnel Management solution available in the SmartSuite Solution Library contains multiple Tables to address the holistic needs of tracking and managing employees. This allows for advanced permissions to ensure sensitive information is kept confidential.

The Personnel File Tables looks up key information related to each employee, creating an at-a-glance summary. Lookup fields include Employee Number, Department, Reports To, and Hire Date.

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