Managing Lookup Tables - Resources Menu

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Lookup tables allow you to search and select an answer from an external data table. Also, if a lookup table row contains answers for other questions in your form, you can use the table to automatically answer these questions as well. For example, if your form contains questions for entering “Customer Name”, “Customer Number” and “Customer Address”, and if you have a lookup table which also contains these columns, then you can set up “Customer Name” as the lookup table, and when the mobile user searches and selects a Customer Name, the corresponding Customer Number and Number Address will be automatically filled out in the form. 

See the “Using Lookup Tables” section below for more information about working with lookup tables.

To manage your lookup tables, click the Build Forms > Resources menu, then select Manage Lookup Tables. The dialog below will open with a list of all lookup tables that have been set up in the Build Forms tab. In the example below, three lookup tables have been set up.

Adding a Lookup Table form an External CSV or Excel File

Click Add to create a new lookup table.

Click Upload to select an external CSV or Excel 97-2003 file from your local computer which will be loaded into the lookup table. 

 

Navigate to the file which you wish to use as the lookup table, select it and click Open.



Type in a Description for this lookup table (optional).



To append a file, click Append another file and repeat the steps above.Appended files must contain exactly the same column names and data types.
Click Save Table when done.

TIP: When you upload a lookup table, this table becomes available for use with any form in your account. So a single lookup table can be used by any number of forms, and in different ways. For instructions for setting up a form to use the lookup table, please refer to the “Using Lookup Tables” section below.

IMPORTANT: External files can be CSV or Excel 97-2003 format only. The first row of the file must contain field names for each column (no spaces or special characters). Each file must be less than 4 MB in size (see below how to append multiple files to overcome this limitation). Also, external files that are uploaded into a lookup table must be less than 4 MB and 15,000 records. However, you can append multiple files to overcome this limit. Each file must contain exactly the same number of columns and column names.

Adding a New Lookup Table from an Internal doForms Data Table

A lookup table can also be generated from an internal doForms data table in the View Data tab. In other words, data collected by doForms in one form can also be used to generate lookup tables that other forms will use. To create a new lookup table from an internal doForms data table:

Click Add to create a new lookup table.
Click Use Form.

 

Select the doForms data table to use.
Select “Update Automatically” if you wish to have the lookup table updated whenever the doForms data table changes (more on this below).

 

Click Ok.
Type in a Description for this lookup table (optional). 
Click Save Table when done.

Updating a Lookup Table

To update a lookup table, click the Build Forms > Resources menu, then select Manage Lookup Tables. Click the Row Menu next to the lookup table you wish to delete and select Update.

If the lookup table was from an external Excel or CSV file, you will be asked to upload an updated CSV or Excel 97-2003 lookup file. For the update to work seamlessly, the updated files MUST have exactly the same number of columns and exactly the same column names (number of rows or actual data values in the rows can be different). If this is not the case, then we recommend deleting the saved lookup table and uploading the new one under a different name. You will also need to reset the properties of any lookup questions in your forms which utilize this lookup table. 

If the lookup table was created from a doForms data table and you did NOT select the “Update Automatically” option, then you must use the procedure above to update the lookup table.

If the lookup table was created from a doForms data table and you DID select the “Update Automatically” option, then the lookup table will be updated whenever changes are made to the doForms data table (e.g.  new data records are received, or edits are made in the View Data tab).

IMPORTANT: If an edit is made to the doForms data table in the View Data tab, then, in order for the corresponding lookup table to be automatically updated, the user needs to log out of the doForms website and log back into the doForms Website. Alternatively, the user may use the procedure above to manually force and update without the need to log-out and log back in.

Deleting a Lookup Table

To delete a lookup table, click the Build Forms > Resources menu, then select Manage Lookup Tables. Click the Row Menu next to the lookup table you wish to delete and select Delete.

 

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