The Groups Lookup field allows users to select specific Groups within the record. It is one of multiple options available in the Lookup field element that can be added to any Database via the Form Builder. This could be useful to assign a new task to a whole team or ensure a management group will be able to review or edit a high risk item.
Setting up a Groups Lookup Field
When selecting a Lookup field in the Form Builder, a new Lookup Table option will appear called Groups. Once Groups has been selected, users will be able to enable the following settings:
Multiple: Select multiple Groups in the dropdown on the record.
Integrated fields: Description is the only current option available. The Group Name will appear by default.
- All Groups: User can select any Group on the Platform
Select Groups: If selected, another field called Select Group(s) will appear. The user can then choose specific Groups to appear in the dropdown.
Auto-Assign Group Custom Permission: For Groups lookup, the permission selected will apply to all users within the selected Group(s). Once enabled, additional options will appear:
Only Auto-assign on Creation: This restricts the permission to only be assigned when the record is being created, not when it is updated.
Permission: Groups can be assigned either View or Edit permission on the Record. Note that they will still require permission to access the Records in the Database.
- Remove Record Custom Permission Rules if Group is Unselected: This will automatically remove the Group(s) permission if the Group is later removed from the field.
- Only Auto-assign on Creation: This restricts the permission to only be assigned when the record is being created, not when it is updated.
You can see an example of the form options available below:
On the Record
As per other Lookup fields and based on the selections above, users will be able to select Group(s) in the dropdown.
The Groups display and information that appears will depend on the Integrated fields selected (example below). Note that the Group name is the default value.
Group Lookup Field Alerts
Group Lookup fields can also be used as a basis of automated Alerts - users within the selected group(s) can be sent an alert when records are created or updated.
Click here for further information.
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.