Using Lookup Lists

Lookup lists are available on certain fields so that an item can be selected (from data that has already been configured) to populate the data field and other associated fields. For example, when an Asset Code is selected the Asset Description is also populated.

Where to find

is displayed next to a data field in an edit window, detail edit window, or query builder grid list.

How to… Look up an Item for a data field

1. Click next to the data field.
A Lookup window opens showing a list of records.

2. Use the scrollbar to locate the required record.

3. Click in the bar to the left of the Code then click OK, or double-click the record.

As a result...

identifies the selected record in a lookup list.
The selected record’s data is used to populate one or more data fields in the edit window, detail edit window or query builder window.

Please note!

The standard tools for Lookup lists are the same as the standard tools for grid lists. Refer to Grid Lists for information about the tools.
The records and fields included in a Lookup list are determined by the current Profile. Refer to Profiles to find out how to change the current Profile.

Search box

The cursor is positioned in the search box (which has a blue border because the search box has focus) when the lookup opens. The following keyboard commands can be used while the search has focus.

Press	To...
Up and down arrow keys	Navigate rows. Hold [Ctrl] down while using the arrow keys to move to the first or last record in the list.
[Shift] + [Enter]	Select the highlighted row as the lookup item.
*	Fetch all in lookup filter
%	Fetch all in lookup filter or use it as a wildcard search

Rights

A User will only see items in a lookup list if the User has “Lookup” Rights to the item at the Site to which the item belongs.
If a User does not have Rights to “View” the item at a Site to which the item belongs then the User does not have “Lookup” User Rights to the item.