Creating data lookups

This feature is available to organizations on the Team and Enterprise plans.

The Lookup field is basically a Choice field - but with superpowers! Similar to a Choice field, you can select dropdown, radio button, or checkboxes. But – here's the cool part – the available choices will be based on entries from other forms. Plus, you can also use that entry data for calculations, conditional logic scenarios, form content and emails. The possibilities are endless!

How’s it work?

In most scenarios, using a Lookup field will involve two forms – the form with the Lookup field in it, and the form whose entry data you want to reference. Here's an example…

Let’s say you're building an adoption form for a dog shelter. And since you'd like that adoption form to be user friendly, you decide to include a dropdown containing every dog in the shelter. But since you're also smart, you don't want to waste your time manually updating that dropdown every time one of your dogs gets adopted.

So – you make that dropdown a Lookup field. And you link that Lookup field to the profile form you completed when the dog first came to the shelter. That way, whenever a dog comes into the shelter or gets adopted out, the dropdown list in your adoption automatically updates itself. Cool, huh?

Here's what that looks like.

These are entries to the pet profile form you completed when taking in the dog:

Pet profiles.

Using a Lookup field, your adoption application dropdown populates itself based on what's in the Name fields of those entries.

Adoption application.

Getting started

Add field menu.

First, you need to make your source form. To begin:

  1. Make a new form from scratch.
  2. Add a few fields to your new form. In this example, we’ll use a Name field.
  3. Save your form.
  4. Go to the Entries page and fill out a couple of test entries (ex: John Smith, Jane Doe, etc.).

Now, it’s time to build the form that references the source form:

  1. Again, make a new form from scratch.
  2. In the builder, click into an empty placeholder to add a new field. Select Lookup from the Add Field menu. Label the Lookup field ‘Name’, and set it to either the dropdown, radio buttons, or checkboxes type.
  3. In the Lookup field settings, find the Lookup Choices From option and select the source form.
  4. By default, the Choice Label option should populate with the first text field from the source form – in this case, the Name field. If the Name field is not already populated, simply insert it from the dropdown list of fields.
  5. Save and then open up your form. The Lookup field (‘Name’) should contain a list of names (John Smith, Jane Doe, etc.) from the entries of your source form.

Refer to our help topic for more information about the Lookup field settings.

How do I use it?

The Lookup field comes in handy in lots of different scenarios!

Basic lookups

Use Basic lookups to:

  • Populate choices based on entries from other forms
  • Write calculations that use data from lookup entries
  • Look up email addresses to route confirmation messages

Filtered lookups

Use Filtered lookups to:

  • Create a product catalog
  • Set smart defaults for your fields
  • Capture lookup values on your form
  • Hide inactive options by filtering your choices
  • Filter lookup choices by date

Dynamic lookups

Use Dynamic lookups to:

  • Filter choices on your form using cascading lookups
  • Show quantity remaining when looking up choices with limited quantities