Select Data

Introduction

Feature(s)

The Select Data field is used to retrieve data from other forms and display or fill them in the current form. This feature can be seen as an upgraded version of Data Linkage.

Application Scenario(s)

Select Data can be used flexibly in different business scenarios to associate data from other forms.

Preview

When filling out a form, select the data of other forms to display in the Select Data field of the current form.

Field Properties

Related Form

The Related Form is the form from which the Select Data field retrieves the data. A related form can be:

Select the Select Data field and go to Field Properties > Related Form, then select a related form from the drop-down list:

Sorting Data

After setting the related form, you can click to sort data in the related form. Then the retrieved data will be displayed according to the sorting rules. The sorting rule has two parts:

Fields Displayed When Selecting

Click the add button, then you can select the fields that members can see when they select data from the related form through Select Data.

Click the buttons beside the fields, then you can sort, rename, or delete the fields.

Show Record Title

If Show Record Title is ticked, members will see the record title when selecting data from the Select Data field. Otherwise, the record title will not be displayed.

Note:

When setting a Select Data field, you must either set Fields Displayed When Selecting or tick Show Record Title. Otherwise, you will see a notification "There's no data to be selected" when selecting data.

Display Fields in Current Form

When the displayed fields are shown in the following ways, their field values can neither be stored in Mange Data nor used in formulas.

Click Display Fields in Current Form, select the fields from the added displayed fields, then click Complete to save the settings.

Note:

1. If the selected fields in Fields Displayed When Selecting are renamed, reordered, or deleted, the displayed fields in the Select Data field will also be updated.

2. The displayed fields added in Display Fields in Current Form are excluded when calculating the field number in the form. For details, see Fields.

Filter Data

When there are multiple data in the related form, you can set rules to display the data that meets certain conditions merely.

Click Add Condition, and you need to make the following settings.

After the settings, click OK.

Note:

If you add records into a workflow form directly in Manage Data, the workflow status of these records is empty. Therefore, they cannot be retrieved when you set the filter condition as when Workflow Status equals Completed.

Data Filling Rules

You can set data-filling rules to fill the queried data into the current form and store it in Manage Data.

Click Set Rule to set the data filling rules, and make the following settings.

1. Select fields that need to be filled in the current form. The available field types vary according to the position of the Select Data field.

Note:

The following fields in the related form do not support data filling: Checkbox, Multi Select, Divider, Query Data, Select Data, Signature, and Button.

2. There are two types of data filling:

Note:

1. If you choose Fill into new fields for Radio and Single Select fields, you can now add the two fields directly to the current form.

2. If you choose Fill into existing fields for Radio and Single Select fields, you can now fill the retrieved data into the fields of the same type within the current form.

3. The data retrieved from a Serial No. field can only be filled into the Single Line field in a form.

4. When mapping the fields for Fill into existing fields, data filling rules cannot be applied to a field that has been configured formula or data linkage. Similarly, you cannot set a formula or data linkage for a field with data-filling rules.

Related Form Actions

If Create records to related form is ticked, members can add records when they cannot find the desired data when selecting data from the related form through the Select Data field.

Note:

To create records for the related form, members should have data-submitting permission for the related form. Members without this permission cannot create records for related forms.

Validation

For the Select Data field, there are two types of validation, Required and No duplicate values. If you select No duplicate values, members cannot submit duplicate values for the Select Data field. You can also go to Custom prompt and customize the prompt when members submit duplicate values.

Select Data of SubFrom

Select Data fields can be added as subfields in the subform. You can add multiple records to the subform from the related form with the Select Data field.

Cases When Only One Record Can be Selected

1. If the data filter conditions include subfields of the current subform, you can only select one record for the Select Data field.

2. To edit a row of the subform in which the data is filled according to the data-filling rule, you can only select one record from the Select Data field.

Selecting Records on Mobile

You can set the display style of the subform to Horizontal.

The Select Data field will not be displayed in the subform on the mobile end. You can click the subfield or Add to select the related data.

Note(s)

1. When you fill out a subform through Select Data in a form, the existing data in the subform will be cleared before new data is filled in.

For example, you can fill in three rows of data to the subform through Select Data.

When you fill in two rows of data to the subform through Select Data again, the extra row will be automatically cleared.

Note:

If you add other data to the subform after filling in the subform through Select Data, the manually added data will not be cleared when you copy the form data.

2. When selecting related data through Select Data, you can quickly access the data you need through keyword searching and data filtering. Here are the rules for the two methods: