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.

This capability makes it easier to find records that are relevant to another record in a separate (but linked) database. For example, if there is a task brief database linked to a project database, you can filter to display tasks related to a specific project within the task database. This makes it easier for users to find and focus on tasks that are a part of a particular project.

These options can also be applied to the Dashboards module, making it easy to create widgets and offering a quick overview.

Filter by a Specific Record in another Database

This option allows you to filter 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 Databases apart

This option allows a user to filter (or create Dashboard conditions) for records that are within a database that does not directly link to the current database, but to the database that links to it. For example, a there are 3 databases: Tasks, Contracts, (which has a Lookup within Projects) and Projects (which has a Lookup within 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 in the tasks database. In the filtering options side panel, they can select Related Projects (a lookup select 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 select fields, like the one called Related Contract. After selecting Related Contract, (which is a Lookup select 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.

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.