Lookup Databases in Calendar View

Records from a Linked Database can now be displayed within your Calendar view via the Lookup field. This allows you to see records from multiple databases within one database, enabling a more complete overview of all of the records relating to a Project. 

Example Use Case for Lookup Fields

You could have two databases, a Project Database and a Tasks Databases. The Project Database has a Lookup Grid, which draws the records from the Lookup Select field within the Task Database.

In this example, the Tasks Database contains all of the Tasks relevant to an individual Project. When you add Records to the Tasks Database, you would therefore select the Project Database record it relates too. If you're on the Projects Database, you can quickly view and add related Tasks that need to be completed in this Project via the Lookup Grid field. This example demonstrates how the platform's Lookup fields work.

New Calendar Feature

If you're on the Projects Database, you can now view the Task Database's Records in your Calendar view. This allows you to view a more in-depth overview of any Project; viewing both Task and Project Records side by side. This will apply on any database that has a lookup relationship with the database you're on. 

Enabling this feature in your Settings

For this feature to work, there are two fields that will need to be configured.

1. In your Database Settings page is a setting called 'Enable Lookup Database display on Calendar'. Click the checkbox and save the Database settings page. 
2. On the Form Builder (Custom Form Template), ensure there is a Lookup field that links your current database to the one you wish to create a link between. There should also be a Lookup field in that other database that links back. You can read more on how to correctly create that relationship here. 
   
   

Enabling and Editing this feature on your Calendar View

With the setting and field enabled, when you're on your Calendar view you will now be able to see a new Link icon at the top right of your Calendar view, as indicated below. 

When you click this Icon, you will see a new popup called Display Linked Databases. This popup will contain all Lookup fields that are within your Database that you will be able to add to your view. 

To include records from another database, simply activate the toggle next to the correct Database name. Your Calendar view will automatically update to display any Record from the Linked Database that is linked to a Record within your current Database. 

Record Display on your Calendar view

Once activated, records from other databases appear in your Calendar based on the Default Date Settings of the Record Database. Remember that the records may not appear within your current view, e.g. the month of July. Only Linked Records that have a Current Record selected (ie there is a Project selected in the Task Record) will be visible.

Each Linked Record will appear with a label, highlighting the name of the Database that the record comes from. You can click on this label (see Projects below) to be taken to that Database.

Important points to note:

• The Linked Records will appear according to the Calendar Dates set in their Database Settings (not the Dates that can be changed on the Calendar view)
• Records will be labelled accordingly so it is clear they are not a Record within the current Database. 
• Records only appear if there is a Record in the Current Database that the record links to. Remember that this Record may not be within your current calendar view, ie weekly, monthly, etc. 
  
  

Hover Display

When you hover over the Info Icon next to the Record name, you can view additional information about both the Record you're viewing, and the Linked Records that relate to this Record.

In the screenshot below, you can see the secondary fields on the Record, the Database Name and the Related Database Record(s). You can also open the linked record (ie the record within the current database that links to this lookup record) by clicking on the name of the Record, or, if there are multiple Records; click on the count to see a popup of all Linked Records. 

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If you have any further questions about this feature, please contact your Customer Success Manager.  Alternatively you can read more about your Databases module here. 

Please note that the 'Database' and 'Records' terminology referenced above may appear differently in your platform as these are customisable terms. You can view alternative terminology here.