The Resources Lookup field enables support for users to select Resources that will then appear within the Record.
This is useful if you wish to ensure that the Resources visible in your Record come from within your platform, ie they're not uploaded by each user to the record directly but are subject to the same permissions and maintain the same version as what is in your Resources module. This can allow you to integrate your Resources workflows with your Databases, for instance referring to a related contract or asset within a record.
This article contains an overview of the entire feature, as well as the additional settings added that you can use to enhance it. To jump to a specific section, click on one of the headings below.
Permissions
One important consideration for this feature regards permissions as this is an integration between Resources and Databases; two modules with different and unrelated permissions.
By default:
- When Selecting Resources via the record, users can only view and select resources they have permission to preview (at minimum) in the Resources module. If they cannot see a file in Resources, they will not be able to select it from the record.
- When Displaying on the Record (ie Resources have been selected), users can view all selected resources (excluding those Declined or Pending Approval). The actions available however, will copy what the user can do in the Resources module. If, for example, they can only Preview the file in the Resources module, then they cannot download it on the Record.
- Note that users without permission to preview the file in Resources will only see the thumbnail and resource name.
- Note that users without permission to preview the file in Resources will only see the thumbnail and resource name.
- Record level permissions still apply. Only users who can View or Edit the Record will be able to see the Resources selected in the field, as per all other fields in the form.
- As part of this feature, there is an option to Bypass the User Resource permissions. See below to find out more.
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Setting up your Resources Lookup field
Adding the Lookup field in the Form Builder
The Resources Lookup field is an enhancement to the existing Lookup field that you can currently add via the Form Builder. Below is a step by step walkthrough of how to do this.
- Go to the Form Builder of the Database you wish to add this field too.
- Select the Lookup element.
- After entering the field title, ensure the Lookup Type is Lookup Select (as below).
- In the Lookup Table field, select your Resources module.
- Apply any other settings (see below) and Click Save & Close to add the field to your record.
Multiple
This is the default option and will allow users select Multiple Resources in the field whilst they're Adding or Editing the record.
If you disable this option (as below), users will be restricted to selecting a single Resource only.
Auto-create Related
This setting will automatically create a Related link between any Resources selected in this field and the Record they're creating / editing. Only when the Record is saved will this apply and if the Resource selection is later removed, then the Related link will also be removed.
Enabling this option means that if the user is browsing in Resources, they can also quickly access the record via the Related feature, and vice-versa.
Bypass User Permissions
If you need to ensure that the users viewing the record will always be able to either view information about or download the files selected, then you can enable a Bypass User Permission.
To enable, activate the Bypass User Resources Permission. You will then be given options to choose the Minimum Granted Permission. These include the following:
- Info Preview will allow users to access the Info Preview page of the Resource and view information about the files selected.
- Download will allow users to Download the selected files, as well as accessing the Info.
Depending on the Permission option enabled, this will ensure that any user viewing or editing the record will be able to perform the relevant action, regardless of their permissions in the Resource module. This bypass permission only applies on the Record and will not change the users permission in the Resources module or anywhere else.
The Bypass Permissions will also not impact users who have the required permission. The permission will only apply to those users who need the bypass permission in order to perform the actions, ie Info or Download. This selection will apply for all files added in the field.
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On the Record
Once you've successfully added the Resource Lookup field to your Record (as outlined above), when you Add or Edit a Record that field will now be available. You can see in the screenshot below a highlighted field called Related Resources as an example.
Selecting your Resources
On the Record, go to the Resources Lookup field and click Select Resources (as pictured above). The Resource module will load over your Record.
The user can now browse through their Resources module and select the relevant resources for this record. They can search, filter, sort and View Selected files as they can in the Resources module. Users will only see those Resources and folders that they would also see in the Resources module.
Users will be able to select Resources from multiple folders structures at once. To select Resources, users need to click the select circle (as they would to select files in the resources module).
If this is the first resource(s) to be added to the field, then once you start making selections the at the bottom of the page, a button will appear called Add Selected (highlighted below). If you are adding additional files to an existing selection, the button will say Update Selection.
Click the button to add the resources to the record. 
Viewing your Selected Resources
Once you've selected your files, they will be displayed in the record (as pictured below). Note that these files are not downloaded, then re-uploaded into your Database module like an upload field, but are more like an alias of the original resource file in that it follows the permissions of the original, links to it but doesn't add to storage. The actions available will be based off your Resource module permissions (unless a Bypass User permission has been added).
There are a number of actions which can be done within the field, the most basic of which is to add more resources by clicking the Select Resources button. Note that any changes or related links will not be updated until the record has been saved / submitted.
Remove Resources
If you have permission to edit or create the record, you will be able to remove resources from the selection. Note that this action is not available on View record.
The easiest way to remove individual resources from the field is by clicking the small 'X' that appears at the top right of the Resource display in the list. This will remove the select resource from the display in the Record. It's important to note that this has no impact on original file in the Resource module.
You can also remove all resources at once by clicking the icon with the cross at the top right of the list view (highlighted below). If you click that icon, you will need to confirm the action before all selected resources will be removed. Like other fields, this will apply for all users viewing the record. 
Download Resources
Depending on your Resource module permission level, you may also be able to Download the resources selected. For individual resources, this can be done using the actions that will appear on the list. If you can't see the Download action, you don't have permission to download the file.
You can also Bulk Download all resources, by clicking the Download icon at the top right of the list view (pictured below).
Once clicked, you will be taken to the Resources Bulk Download page. Here you can deselect specific resources and name the zip file that will be downloaded before submitting the files for processing. The zip file will download automatically when processing is completed, either directly to your desktop or via the Jobs list. You can find out more about that feature here.
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You can read more about your Databases module here.
Please note that the 'Database', 'Records' and 'Resources' terminology referenced above may appear differently in your platform as these are customisable terms.
If you have any further questions please contact your Customer Success Manager.
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