Lookup field

The lookup field enables users to access data from other flows, allowing them to populate information into a form automatically.

For example, when filling out a rental car request form, instead of manually entering data for all the fields, you can set up a lookup field to retrieve the available cars' information from a dataset.

Creating a flow

You should first create a relevant flow to set up a lookup field. You can build your flow or download a template from the Template gallery. 

For example, a rental car dataset might include the following fields:

• Primary key

• Car models

• Images

Configuring the lookup field 

You can drag-and-drop a Lookup field from the left side All fields panel and follow the below steps:

1. Provide a name for the Lookup field in the right-side Settings panel. 

2. Select the dataset containing the cars' information from the drop-down menu Choose a flow to look up. 

3. Under Select fields to use in this lookup, choose all the fields you may need in your form.
   
   Tip
   Make sure to select all the required fields at this stage, as only these fields will be available for lookup layout configuration. You won’t be able to add additional fields later without returning to this screen.

4. In Lookup layout, Text card layout will be applied by default both during and after selection. You can change the layout, by clicking Change layout. 

Configuring lookup layout

To enhance usability and readability, you can customize how lookup results appear during and after selection. 

Layout during selection

Choose how the lookup field’s results appear when a user selects an option. Available layouts include:

• Text card (default): Displays a compact view of key data fields, which is helpful for quickly scanning essential details.

• Table: Presents lookup results in a structured row-column format, ideal for comparing multiple entries.

• Visual card: Displays data with additional visual elements, making it suitable for selecting items with images.

• Value: Shows a minimalistic representation with just the selected value, best for simple, direct selections.

Fields to display

During selection, you can choose which fields to display in the lookup layout. Fields can be reordered by dragging them into the desired order.

Note

Only the fields selected on the previous page (in the Select fields to use in this lookup step) will be available here for selection.

Layout after selection

Decide how the selected lookup results will appear in the form. Here again, you have the option to choose one of the layouts that is compatible with your initial layout selection. 

Layout Combinations

You can create different layout combinations based on your preferences:

Other layout options

• Enable card header (toggle on/off): The toggle is on by default. You can choose your preferred header field from the available drop-down menu.

Note
If no selection is made, the first applicable text or number field from step two will be used as the header. However, this does not apply to the Table or Value displays, which do not have headers.

• Additional configuration for Visual card layout
  If you select the Visual card layout, you will have access to additional image configurations:

  • Select an image: Choose an image field from the drop-down menu to display in the visual card.

  • Image placement: Specify where the image should appear within the visual card layout:

    • Left: Displays the image to the left of the text content.

    • Top: Places the image above the text content.

Previewing the layout configuration

The real-time Preview section to the right shows how the lookup field’s results will look based on your selections, allowing you to visualize the final output before making any changes. 

Once satisfied with the layout settings, click Apply to save your changes. By properly configuring the lookup layout, you can enhance data visibility and improve user experience.

Sorting lookup field results

You can sort the lookup fields’ results in either ascending or descending order.

1. Under Sort values by dropdown menu, select the field you want to use as the basis for sorting.

2. In the Sort type section, choose whether the results should be sorted in ascending or descending order.

Filtering lookup field results

You can control which values appear in a lookup field by applying filters.

1. Click Add filter.

2. Define the filter by selecting the Field, Operator, Type, and Value, then click Done.

3. To automatically display the first matching value at form runtime, enable the Automatically select the first value based on the filters toggle. This sets the first filtered result as the default for the end user.

Removing a filter applied to the lookup field

To remove a filter from a lookup field, scroll down to the Filter section in the settings panel on the right, and click the Remove button (

) next to the applied condition.