A Lookup field allows you to display record contents from a linked record in another table. It works in tandem with the Linked Record field function, which establishes relationships between tables. At least one Linked Record field must be present in a table to add a Lookup field.
Tip: To fully understand how SmartSuite Table Relationships work, explore the Linked Record field function that creates these relationships.
Details | Answers |
Plan Availability | All plan types with varying limitations |
Permissions | Guests, General Access, Solution Creators, Administrator |
Related Reading |
Field Limit Note
The limits for complex field types in tables vary by plan type:
Plan Type | Linked Records | Lookups | Total Calculated Fields (Formulas, Rollups, Counts) |
Free / Team Plan | 30 | 30 | 30 |
Professional Plan | 50 | 50 | 50 |
Enterprise/Signature Plan | 100 | 100 | 100 |
When to Use a Lookup Field
Lookup fields allow you to cross-reference information from other tables. For example:
Scenario: You have a Leads table and an Accounts table. Instead of duplicating contact information when a lead becomes a client, you can link these tables.
Solution: After linking records between Pipeline and Contacts, use a Lookup field to select a contact’s email address, pulling over the originally gathered data to avoid duplication.
How to Use the Lookup Field
1. Add a Linked Record Field
A Linked Record field is required to create a Lookup field. Start by adding a Linked Record field to link information between tables.
2. Add a Lookup Field
Add a new field and select Lookup from the available options.
3. Configure the Lookup Field
In the Lookup settings window:
Select the Linked Record field you want to use for your Lookup (multiple options may appear if there are multiple Linked Record fields).
Choose the field from the linked record that you would like to look up.
4. Add Lookup Filters
In the field settings, toggle the Include Filters option and define filters by clicking the arrow.
Specify conditions to restrict the set of data considered for lookups. You can define multiple conditions, similar to other product areas.
5. Clicking Through a Lookup
Clicking a Lookup field value takes you to the record where the data originates. You can review the entire record or make changes (permissions permitting).
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Display Formats
Lookup fields inherit the format of the field specified in the Lookup configuration, ensuring consistency.
Note: Check out quick articles on Adding Help Text to Fields.
Examples of Use
1. Lookup Reporting Periods
Use Case: Strategic planning, financial reporting, and performance management often align with time periods.
Solution: The Initiative Management solution in the SmartSuite Solution Library maps initiatives to goals, using a Lookup field to cascade the period of a goal to its associated initiatives.
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2. Human Resource Personnel Files
Use Case: Personnel Management solutions often require tracking employee details.
Solution: The Personnel File table looks up key employee details (e.g., Employee Number, Department, Reports To, Hire Date), offering an at-a-glance summary.