Reference & Lookup Fields
Create parent-child relationships and lookup fields with query filters to link records between QuickBase tables.
Important: Create Fields in QuickBase First
Before adding reference and lookup fields to your SyncForms form, you must create them in your QuickBase tables first.Reference fields (Related fields) and lookup fields must be created in QuickBase with proper relationships configured before they can be used in SyncForms. Once created in QuickBase, the fields will appear in the "Add Field" list when building your form.
Overview
Reference and lookup fields create relationships between records in different QuickBase tables. They allow you to link child records (like orders or tasks) to parent records (like companies or projects). When a user selects a parent record, related information from that parent can automatically populate in lookup fields.
💡 Example Use Case:
Imagine you have a "Companies" table and an "Orders" table. You can create a reference field in the Orders table that links to Companies. When a user selects a company in the form, lookup fields can automatically display the company's address, phone number, and other information from the Companies table.
Related Fields (Parent-Child Links)
Related fields (also called "dblink" fields in QuickBase) store the actual link to a parent record. They store the record ID of the parent record, creating the relationship between tables.
QuickBase Setup:
- 1In QuickBase, create a Related field (dblink type) in your child table
- 2Configure the field to link to your parent table (e.g., link Orders to Companies)
- 3Save the field in QuickBase
- 4In SyncForms, this field stores the parent record ID when a lookup proxy field is selected
Note: Related fields are typically not directly editable in forms. Instead, they work together with lookup proxy fields (see below) to create the relationship.
Lookup Proxy Fields (Editable Dropdowns)
Lookup proxy fields are editable dropdown fields that allow users to select a parent record. When a user selects a value, the system automatically stores the parent record ID in the related field and populates any plain lookup fields with data from the selected parent record.
QuickBase Setup:
- In QuickBase, create a Text field with Lookup mode enabled
- Configure the lookup to reference your Related field and display a field from the parent table (e.g., Company Name)
- In SyncForms, this field appears as an editable dropdown with options from the parent table
How It Works:
- User sees a dropdown with options from the parent table (e.g., list of company names)
- When a selection is made, the parent record ID is stored in the Related field
- Any plain lookup fields automatically populate with data from the selected parent record
Plain Lookup Fields (Read-Only)
Plain lookup fields are read-only fields that automatically display values from the parent table based on the selection made in the lookup proxy field. They show related information from the parent record without allowing direct editing.
QuickBase Setup:
- Configure the lookup to reference the same Related field as your proxy field
- Set the lookup to display a field from the parent table (e.g., Company Phone, Company Address)
- In SyncForms, this field appears as read-only and updates automatically when a parent is selected
Use Cases:
- Displaying company contact information when a company is selected
- Showing project details when a project is selected
- Auto-populating related information to reduce data entry
🔄 Automatic Updates:
Plain lookup fields automatically update when a user selects a different parent record in the proxy field. The data is queried from the parent table in real-time, ensuring that lookup fields always show current information from the selected parent record.
Query Filters
Query filters allow you to limit which parent records appear in the lookup proxy field dropdown. This is useful when you only want to show active records, records matching certain criteria, or a subset of the parent table.
How to Add Query Filters:
- 1Add a lookup proxy field to your form
- 2Click the field to open field settings
- 3Click Add Filter or Edit Filter button
- 4Build your filter using the query filter builder (e.g., show only records where Status = "Active")
- 5Save the filter - only matching parent records will appear in the dropdown
Filter Examples:
- Active Records Only:
{6.EX.'Active'}- Show only records where Status equals "Active" - Date Range:
{10.GTE.'2024-01-01'}- Show records created on or after January 1, 2024 - Multiple Conditions: Combine filters with AND/OR logic for complex filtering
Adding Reference & Lookup Fields to Your Form
The process for adding reference and lookup fields is the same as other fields - they must exist in QuickBase first.
Step-by-Step:
- 1Create fields in QuickBase: Create the Related field, lookup proxy field, and any plain lookup fields in your QuickBase table with proper relationships configured
- 2Open your form in the Form Builder
- 3Click Add Field and select your QuickBase reference/lookup fields
- 4SyncForms will automatically detect the field types (proxy vs. plain lookup) and render them appropriately
- 5For lookup proxy fields, click the field to add query filters if needed
🔗 Field Relationships:
When you add multiple lookup fields that reference the same parent table, SyncForms automatically links them together. When a user selects a parent record in the proxy field, all related lookup fields update simultaneously to show information from the selected parent record.
Best Practices
- Use Query Filters: Add filters to lookup proxy fields to limit options to relevant records. This improves user experience and prevents selection of inactive or inappropriate records.
- Clear Field Labels: Use descriptive labels for lookup fields (e.g., "Company Name" for the proxy field, "Company Phone" for the lookup field) to make it clear what information each field displays.
- Required Proxy Fields: Mark lookup proxy fields as required when the relationship is essential for the record. This ensures data integrity.
- Help Text: Add help text to lookup proxy fields explaining what records will appear and any filtering that's applied.