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Staff ID lookup

In this Lookup field field example, assume you need an efficient and accurate method for adding staff information to one of our HR forms.

You can achieve this by using a specific value lookup field and linking it to a separate source form containing the staff information.

This allows form users to look up a specific staff ID, which then auto-populates the related details from our source form: name, email address, and department.

The following is an overview of the form fields and settings required to create this lookup.

The source form

Firstly, you can create a data source to provide the staff information for the lookup in our HR form.

You can create a basic source form called 'Staff ID Database' with the following fields:

  • Staff ID (Short answer)

    To prevent the entry of duplicate Staff ID numbers when this information is collected, you can enable the Do not allow previously entered value option in this field’s advanced options.

  • First Name (Short answer)

  • Last Name (Short answer)

  • Email Address (Short answer)

  • Department (Dropdown list)

Collect data

You can use this form to create a simple database of our staff by submitting the required details for all staff members.

For large volumes of data, please contact Advanced Forms Support and request bulk uploads to be enabled.

Confirm and edit the submitted information with the Form Responses List.

The master form

After completing the source form, you can add the following fields to the HR form where the lookups will be performed:

When a form user looks up a Staff ID, you can set the following four fields (First Name, Last Name, Email, and Department) to automatically populate with the corresponding data values from the source form database.

This table shows the Lookup field settings required to achieve this.

Field/Option Settings

Lookup Type

User enters a specific value to perform the lookup.

Source Form

Staff ID Database

Source Field

Staff ID

Automatically populate other fields after lookup

Enabled. + Using the same field names as your source form ensures successful field matching when using lookups to autopopulate fields in your master form.

Answer must exist in the lookup source

Enabled

Hide lookup result message

Disabled