A Lookup question is one of the question types that can be added to a Form action. This article discusses Lookup questions in more detail.
NOTE: Familiarity with Form actions is recommended to better understand this article. For more information, see Form Action.
Table of Contents
What is a Lookup Question?
When used in a Form action, a Lookup question allows records to be looked up from one or more columns in a data table. The record can then be saved into a square bracket/s for later use in your workflow.
A single-column Lookup question as it appears in a workflow is seen below.
Lookup questions that get data from multiple columns in a data table can be formatted using any combination of text and [square brackets].
A multiple-column Lookup question as it appears in a workflow is shown below.
Setting Up a Lookup Question
To add a Lookup question to a Form action, select it from the list on the Action Editor. You can then start setting up the Lookup question. For more information, see Setting Up a Form Action.
- Select the data table to be used as the lookup table from the list, click Update, then Confirm.
NOTE: The data tables that appear on this list are set up under Data Tables on the Main Menu. For more information, see Managing Data Tables.
- By default, you can select a single dropdown column for looking up records from the data table. For example, if you have a Customer data table, you can select the Customer Name column as your dropdown column. In your workflow, this will look up customer records by their names, then retrieve the specific customer record, including all the available information about the customer.
- To use two or more dropdown columns for looking up records from a data table, choose the Multiple Columns option. You can then format the data that will be displayed to your users using a combination of text and [square brackets] from the selected data table. For example, if you have a Mobile Products data table, and you want to show your users the names and prices of mobile devices in the table, you can use the format highlighted in the screenshot below. To see how such a format is displayed to your users, see the 2nd screenshot in What is a Lookup Question?
NOTE: @ID columns are currently not supported, while Date and Time columns will find matches only if users type the full date or time in the format of the dropdown columns selected.
- To show or remove rows from the data table, check the Filter table rows? box, then define the IF-ELSE conditions for showing or removing the rows. For example, as seen in the screenshot below, products with stock="0" will not be shown in the lookup question.
- Under the Outputs section, select the columns you need from the record that will be retrieved and save them for later use by giving them square bracket names. For example, if you want to use the customer name and birthdate later, you can save those columns into their own square brackets. For more information, see Working with Square Brackets.
- Click Done.
NOTE: You are required to name at least one (1) square bracket. Other columns may be left empty if they are not needed.
Under a Lookup question's Advanced options section, you can set up the following:
- Button name: Form actions are set to be non-scrollable by default, meaning you have to click a button at the bottom of each Question page to go to the next question. The button name is set to Continue by default. You can set a new name for the button here.
- Conditional Questions: Each question type you can use in a Form action can be set to include Conditional Questions, if required. With Conditional questions, a question can be made to appear or disappear, depending on certain conditions. For more information, see Conditional Questions.