Filtering via Database Lookup Fields

Filtering by Lookup fields allows you to narrow down your selection to Records which are linked to specific Records in other Databases. These options can also be applied to your Dashboards module, making it easy to create widgets, offering a quick overview. 

Note that all options below are dependant on having the Lookup link between two Databases (or more), enabled. You can read more about how to do that here. 

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Filter by a specific record in another Database

This option allows you to filter your Records depending on the Lookup value (the Record), selected within that field. For example, if you're within a Task Database and have a Lookup to a Project Database, then on the Record you would be selecting the Project(s) relating to that Task. This Filtering Option will allow you to Filter by the Project selected within that field, so you can view all Tasks that have that same Project selected in the Lookup field. 

To do this, open the Filtering Options side panel and select the name of the Lookup field (in the example below this is called Related Projects). The first option that appears will automatically be Select Projects. This allows you to select any of the Records from the Project Database that you have access to. 

Filter by Records two Database's apart

This option allows a user to Filter (or create Dashboard conditions) for Records that are within a Database that and do not directly link to the current Database, but to the Database that links to it. For example, a user might have 3 Databases; Tasks, Contracts (which has a Lookup to Projects) and Projects (which has a Lookup to Tasks). The user can now set conditions or filters to view all Tasks (their current Database) which Lookup to Projects specifically when the Contract selected in the record is X.

For example, in the screenshot below, the user is on the Tasks Database. In the Filtering Options side panel, they can selected Related Projects (a lookup field within the Task Database). When they do this, all supported fields from within that Projects database will appear in the dropdown, including any Lookup fields, like the one called Related Contract. After selecting Related Contracts, which is a lookup field, the user can then select the Records from that Database. 

This allows a user to filter by Databases that are not even linked to their current Database, tracking the progress of larger scale projects that might be individually split into specific Databases. 

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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.