Select Data

This passage will walk you through configuring and using the Select Data field.

What is the Select Data Field?

The Select Data field retrieves data from other forms and displays or fills them in the current form. This feature can be seen as an upgraded version of Data Linkage.

Demonstration

When filling out a form, you can use the Select Data field to choose data from other forms and display the relevant data to the current form.

How to Set the Select Data Field?

Step 1 Selecting the Related Form

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

A form in the current app.
A cross-app form.
An aggregate table (the data format will be synchronized).

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

Step 2 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:

Sorting fields: you can select the following sorting fields.

Form fields: Single Line, Number, Date&Time, Radio, Single Select, and Serial No.
System fields: Created Time, Updated Time, and URL Parameter.

Sorting order: You can sort data in ascending or descending order.

Step 3 Setting 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.

Step 4 Setting 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.

Step 5 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.

When filling out a form: After selecting the data through the Select Data field, the fields display under the Select Data field.
In Manage Data: On the details page of one record, the displayed fields are in the same place as the Select Data field.

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.

Step 6 Filter Data

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

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

Relationship between multiple conditions: When there are multiple filter conditions, you can choose to match all of or any of the conditions.

all of: Only data that meets all the conditions will be displayed after the query.
any of: Data that meets any of the conditions will be displayed after the query.

Fields in the related form: You can select fields in the related form or select a system field (Created User, Created Time, Updated Time, or Workflow Status).
Filter relationship: You can set different field relationships according to the selected field type. Filter relationships include equals, does not equal, equals any, does not equal any, contains, does not contain, is empty, is not empty, and so on.
Field value: You can select Fields or Custom. If you select Custom, you need to enter the data manually.

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.

Step 7 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.

The Select Data Field is A Main Form Field/Subfield	Available Field Types
Form field	All fields in the related form, including main form fields and subfields.
Subform field	Main fields of the related form.

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:

Fill into new fields: If you select Fill into new fields, the system will automatically add new fields in the form and fill the field values to the corresponding fields.
Fill into existing fields: If you select Fill into existing fields, you need to match the fields to existing form fields. Then the system will fill the field values to the current form fields.

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.

Step 8 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.

Step 9 Setting the 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.

When to Use the Select Data Field?

In personnel administration, you can use the Select Data field to call the performance and attendance information of employees in the Salary form.
In the case of contract management, you can use the Select Data field to call the customer and order information in the Contract Details form.
In distribution management, you can use the Select Data field to synchronize supplier information with the Purchased Orders form.

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

FAQ(s)

Q: Will the existing data in the subform be cleared before new data is filled in?

A: 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.

Q: How to search for the needed data when selecting related data?

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

Keyword searching: only display data from the displayed fields (including subform fields) you selected in Fields Displayed When Selecting.
Data filtering: display data from the displayed fields (including subform fields) you selected in Fields Displayed When Selecting.

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