Thursday, May 19, 2022

Incredible Facts About SharePoint Lookup Columns

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Shreya Christina
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Are you working on a project through team collaboration? It may not be easy to organize all the information in one place, such as a SharePoint list.

There are situations where you SharePoint lookup column to reference data at any time. The data should be perfect and make it easy to access the information when needed.

We’ll take a closer look at the SharePoint lookup column with this piece of content!

What is the SharePoint lookup column?

The goal is to bring data from one list to another in one site. This is an essential feature when you plan to build a relationship between two lists. Columns are the building blocks of SharePoint, be it a list or a library. They are used to store information about the project and provide the ability to filter, group, and sort the values.

It supports single-line text, number, and time and date format of data types. There are two types of SharePoint lookup:

  • To look up: The links to another list. Like a list, A can have a lookup column associated with an element in list B. Data is complex and large in the organization. It is a primary method that brings company data together.
  • Choise: Tapping or clicking the column will bring up a small menu with the items you select. They are shortlisted and contain a list of values ​​in a small menu.

How do you create a SharePoint lookup column?

Let’s explore how to create & use Share point look up list in a library or list that gets data from another site:

  • Go to Site Content > Site Settings
  • Click on the site columns
  • Then click on Create
  • Choose a suitable name and choose “Lookup” as the type
  • Navigate to subsite and add your site column to a library or list
  • Go to the Library Settings
  • Click Add from existing site columns in the columns section
  • Watch now and add the site column

What are the limitations of the SharePoint lookup column?

  • Allows to retrieve data from the same site
  • When you update something in the source list, it will immediately show in the destination list
  • It gives you the freedom to add multiple columns from the source list to the destination list. But if you enable different columns, you cannot force the relationship behavior.

How to deal with lookup column to enforce relationship behavior?

In some cases, you may have used data from the source list in the destination list. Or sometimes you may want to delete the records from the source list that will happen to the destination list. Or you force a relationship between the source list and the destination list to determine the delete action.

Go through the process below:

  • Go to the list of settings
  • Click on the lookup column
  • Edit the column
  • Scroll down to the bottom of the page and click Enforce Relationship Behavior
    • Restrict delete: If you enable this option and the user tries to delete a record in the source list that is already in the destination list. In this case, the user is restricted from deleting the records.
    • Delete Cascade: If you enable this option and the user tries to delete a record from the source list used in the destination list. You will get a pop-up and if you confirm, the item will be removed without any problems.

Let’s look at an example of the SharePoint lookup column:

Suppose you have two lists:

  • Source list
    • order no
    • Order name
    • Order date
  • DestinationList
    • Order number (lookup)
    • Order Number:Order Name (Look Up)
    • OrderNumber:OrderDate (lookup)

Consuming data from SourceList to DestinationList:

  • Create a list called SourceList
  • Add the three columns in the list
  • Create a list called DestinationList
  • Go to the DestinationList, then list settings >> Create a column
  • Choose the column type as Lookup
  • In the additional settings you have to set a few things
    • Obtain information from: This is the source you need to get data from
    • In this column: The place where you place the reference. It is a connection key between both lists. This marches the value based on the Lookup column.
    • Add a column to display each of these additional fields: You can choose multiple columns and a new column (Lookup) is created for each column.
  • Click OK
  • You will see four columns:
    • Column (Order number)
    • Order number: Order number
    • Order number:Order date
    • Order Number:Order Name
  • You can also view the source and destination list after adding the values ​​to the list.

How can I allow multiple values ​​in the SharePoint lookup column?

You need a minor configuration change to get multiple values ​​from the target library or list:

  • Go to the list of settings
  • Edit the lookup column
  • In the Additional column settings, click Allow multiple values
  • After you update the change, you can choose different values ​​from the source list. While editing or adding the rows, you need to select several items
  • This will display multiple values ​​in the view according to the data selected in the Lookup column

The endnote!

SharePoint lookup list control is available to use forms and helps connect the application data. It gives freedom to configure the information. The functionality makes it possible to present the data in an organized and structured format.

Lookup fields have become an essential part of designing ideal team site structures to ensure the information is not replicated in multiple locations. Just view or edit the information that is updated and displayed perfectly.

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