The Lookup List field lets users pick a choice from a Lookup List, a list you upload once and reuse across forms. This article covers how to add a Lookup List field, connect it to a list, and configure its settings.
How the Lookup List field works
Lookup Lists live at the account level, so you manage the data in one place. A Lookup List comes from a spreadsheet you upload, and it can have as many columns as you need. For example, an asset list can include the asset ID, name, location, and serial number.
In the field, users see a dropdown with the values from 1 column of the list. Other columns can fill in other fields on the form when the user makes a choice. Learn more about lookup mappings.
For a short list that only this form uses, a List field is quicker to set up.
Add a Lookup List field
In the Form Builder, select Add Fields in the side bar.
Under Lists, select Lookup List to add it after the selected field. You can also drag it onto the canvas where you want it.
The field appears on the canvas as Lookup List Field, and its field settings open on the General tab.
Connect the field to a list
In Field Label, enter the question users see, for example Asset.
Under Lookup List Settings, open Select List and select a Lookup List, for example Assets. To upload a new list, select <Create New>.
When you select a list, the field shows the values from the list's first column.
Choose the columns the field uses
Under Lookup List Settings, select View / Edit List. The list's data opens.
Under Map columns from the file above to the list item fields, select a column for Name. You can also select columns for Value, Filter Key, and Score.
Select Back to Field.
Item | What it does |
|---|---|
Name | The values users see in the dropdown. Required |
Value | The value saved in the submission, if it should differ from the name |
Filter Key | A key that lets another field filter this list |
Score | A number you can use in calculations |
Learn more about adding values to a list.
Filter the list by another field
A Lookup List field can show only the rows that match the answer in another field. For example, an Asset list can show only the assets at the site the user selects.
Select View / Edit List, then map a column to Filter Key.
In Field Filter Key, enter the field key of the other field.
Learn more about filtering a list by another list.
Configure the field
Use the General, Behavior, and Appearance tabs in Field Settings to control how the field works.
Tab | Setting | What it does |
|---|---|---|
General | Field Label | The question users see on the form |
General | Field Key | The key that identifies the field in submissions, rules, and calculations |
General | Allow Multiple Selection | Lets users select more than one choice |
General | Select List | The Lookup List the field uses |
General | Field Filter Key | The field key of another field that filters this list |
General | Required Field | Users must select a choice before they can submit the form |
General | Hint Text | Text that shows in the dropdown until the user selects a choice |
Behavior | Hide Field | Hides the field in the app |
Behavior | Hide Field Label | Shows the dropdown without the field label |
Behavior | Exclude From Reports | Leaves the field's value out of reports. The value stays in the submission data |
Behavior | Enabled | When off, the field is grayed out and users can't change it |
Behavior | Memory Field (Persist Value) | Remembers the last submitted value and fills it in the next time the user opens the form |
Behavior | Capture GPS Location | Records the GPS coordinates from when the field was last changed |
Behavior | Capture Timestamp | Records the date and time the field was last changed |
Behavior | Field Rules | Shows, hides, or changes other fields based on the answer |
Appearance | Background Color | Gives the field a color. Learn more about alert types |
Select Save Draft to save your changes. Users see them after you select Publish.
Add the field with the Assistant
You can also ask the Assistant to add a Lookup List field.
Select Assistant in the side bar.
Describe what you want, for example Add a Lookup List field called Product after Description.
Send the message.
The Assistant can add the field, name it, and make it required. It can't set up lookup mappings. After the Assistant adds the field, select the list in Select List.
Note
Assistant changes aren't saved until you select Save Draft.