What is the Select Data Field?
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.
What Does It Look Like?
When filling out a form, select the data of other forms to display in the Select Data field of the current form.
How to Set the Select Data Field?
Data Source
The Data Source 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 > Data Source, then select a form from the drop-down list:
Field Configuration
After selecting Data Source, click Field Configuration>> Set to open a new page. On the right side, you can set which data can be selected from the data source form and adjust the display order. The results are previewed in real time on the left side of the page.
Button Label
When selecting data from Data Source, the default text on the field button is “Select Data”. You can customize it in Button Label, as shown below.
Fields Displayed When Selecting
Select the fields that members can see when they select data from the data source through Select Data.
After selecting the fields, you can customize their display names and display order in the data list, as shown below.
Note:
At least one of the following must be selected: a Display Field or the Data Title.
Otherwise, when selecting data, the system will show “No data available for selection.”
Filter Data
When there are multiple data in the data source, you can set rules to display the data that meets certain conditions.
Click Add, 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.
Data Sorting Rule
After setting the related form, you can 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.
Actions
If Create records to the form used as a data source is ticked, you can add records when you cannot find the desired data through the Select Data field.
Note:
To create records to the form used as a data source, members should have data-submission permission for the related form. Members without this permission cannot create records for related forms.
Quick Filter
When the amount of selectable data is large, you can enable Quick Filter and add filter fields. A filter panel will appear on the left side of the data list, displaying all available values of the selected filter fields. ( If multiple filter fields are added, the filter options will be organized hierarchically.)
Notes:
Quick Filter is currently not supported on mobile devices.
A maximum of 3 filter fields can be added.
The filter panel can display up to 1,000 filter options.
Records with empty filter field values will be grouped under “Uncategorized.”
Supported filter field types include: Single-line, Radio, Single Select, Number, Date & Time, Member, Department, Lookup, Submitter, Submission Time, Updated Time, and Workflow Status. Among these, related data fields linked to the current form and the Data Title cannot be used as filter fields.
Field Display in Current Form
When the displayed fields are shown in the following ways, their field values can neither be stored in Manage Data nor used in formulas.
When filling out a form: After data is selected using the “Select Data” field, the display fields appear below the Select Data field.
When viewing a single record’s detail page, the display fields are shown in the same position as the Select Data field.
Click “Add Fields” and select the fields you want to display in the form.
Note:
The displayed fields are excluded when calculating the field number in the form.
Field Mapping
You can set data-filling rules to fill the queried data into the current form and store it in Manage Data. Click Add Field 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: 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.
Notes:
When using “Fill into New Field”, Radio and Single Select fields will create new fields of the corresponding type in the current form. Serial No. field can only be created as Single-line fields when filled.
When configuring mappings for “Fill into Existing Field”, Radio and Single Select fields can be filled into fields of the same type in the current form. Serial No. fields can only be filled into Single-line fields.
When setting mappings for “Fill into Existing Field”, if a target field in the current form already has a formula or data linkage configured, data filling rules cannot be applied to that field. Likewise, fields that already have data filling rules configured cannot be set with formulas or data linkage.
How to 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 data source with the Select Data field.
Select Multiple Records Using the "Shift" Key
When using Select Data in a subform, you can hold down the Shift key to select or deselect multiple records consecutively.
Note:
Consecutive selection or deselection of multiple records across pages is not supported.
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 the case of 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 the case of distribution management, you can use the Select Data field to synchronize the supplier information to the Purchased Orders form.
Select Data can be used flexibly in different business scenarios to associate data from other forms.
More to know
1.The Select Data field itself is used only for selecting data and cannot be displayed directly in Manage Data. If you want to display information from the selected data in the form for easier viewing or filtering, you can configure Field Display & Mapping.
2.The Select Data field itself does not support printing. However, Print / Batch Print is supported for selected fields from the data source, including the display fields selected under “Fields Displayed When Selecting” and “Field Display.”
3. 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.
4. When selecting related data through Select Data, you can quickly access the data you need through Search and Filter. Here are the rules for the two methods:
Search: only display data from the displayed fields (including subform fields) you selected in Fields Displayed When Selecting.
Filter: display data from the displayed fields (including subform fields) you selected in Fields Displayed When Selecting.
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