Linked Lookups

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

Linked Lookups keep related entries in sync across two forms. Instead of data flowing in just one direction (like a regular Lookup field or Person field), both forms stay synchronized. When you make changes on either side of the connection, the linked field on the related entry updates automatically – no need to manually update data in multiple places.

This is perfect for workflows where you need to maintain relationships between entries, like connecting applications to their reviews, employees to their onboarding tasks, or events to attendee registrations.

How to Set Up Linked Lookups

Before you can create a Linked Lookup, both forms need to have Lookup fields or Person fields pointing to each other. These can be any combination – two Lookup fields, two Person fields, or one of each. Both fields must be outside of Repeating Sections or Tables.

For example, if you have a “Work Order” form and a “Technicians” form:

  • The Work Order form needs a Person field pointing to Technicians and Use with Lookup Field? enabled in the form settings
  • The Technicians form needs a Lookup field pointing to Work Order and Use with Person Field? enabled in the form settings
Work Order → Technicians (Person field) Technicians → Work Order (Lookup field)
The Work Order form needs a Lookup field that points to Technicians. use-with-lookup-field.png The Technicians form needs a Lookup field that points to Work Orders. use-with-person-field.png

Creating a new connection

Once both forms have Lookup fields or Person fields pointing to each other:

  1. Open the Build page for one of your forms

  2. In the Lookup field or Person field settings, enable Link With Another Field
    In the Lookup field settings, select Link With Another Field

  3. In the dialog, select the Lookup field or Person field on the second form to sync with the current field, then click Save

  4. Finally, save the changes to your form on the Build page to create the Linked Lookup

Once linked, your forms stay in sync automatically – whenever you make changes to either form, the connected entries update on the other form.

If you’re linking an existing Lookup or Person field that already has data, you’ll see a warning that linking will override the existing data. The field will be updated to match the values from the linked form to get everything in sync.

Managing connections

Once you’ve created a Linked Lookup:

  • Hover over the linked field connection to see options. Click the pencil icon to view connection details or the trash can icon to remove the connection.

    • When you remove a connection, the link is also removed from the field it was connected to. Any existing data in both fields remains, but they will no longer update automatically.
      Hover over the linked field connection to see options.

  • Each Lookup or Person field can only be linked to one other field, though you can have multiple Linked Lookups on the same form.

  • After saving a Linked Lookup, you cannot change which fields are linked to each other. To connect different fields, remove the existing link and create a new one.

  • If you delete a linked field or move it into or out of a section, the connection is removed. If you delete an entire form, any fields linked to that form will no longer be linked.

How Linked Lookups Work

When you update a linked Lookup or Person field, the connected field on the other form updates automatically. Any default values in Calculation fields that reference the linked field (ex:=PersonField.FirstName) will update as well. This happens instantly and creates an audit record so you can track the change.

Connection Types

The way Linked Lookups update depends on whether your Lookup or Person fields allow Single or Multiple selections.

  • Single selection fields use dropdowns, radio buttons, or cards (allowing only one choice)
  • Multiple selection fields use checkboxes or cards (allowing several choices)
    Set Selection Type to Single or Multiple.

Here’s how different connections work:

Update Limits

To keep your forms running smoothly, there are limits on Linked Lookups:

  • Entry limits: Each Linked Lookup can connect to a maximum of 100 selected entries. If an automatic update would exceed this limit, only the 100 most recent entries will be linked (older entries are unselected first). You can still manually select more than 100 values if needed.
  • Action limits: A single change can trigger up to 1,000 Linked Lookup updates. When combined with Auto-Create Entries, the total limit is 10,000 updates.
  • Importing entries: Linked Lookups don’t automatically sync during data imports. If you import entries with lookup values, you’ll need to manually update the connections or use workflows to establish the links after import.