Agiloft allows you to display data across tables using linked fields, which store their data in records in other tables. You have several ways of displaying the data in linked fields, and the display type determines how you can interact with the field's data, as well as whether you can select single or multiple values.

The display types we discuss in this article are not exhaustive of all display types, but they are some of the more common display types. For more information on the display types for each kind of linked field, see Linked Fields and click the desired data type.

Selecting Single Values

Two of the most common display types are drop-down lists and text boxes with look-up icons. Both of these display types allow you to select a single value. 

Using Drop-down Lists

When the linked data contains a reasonable number of values, the data is often displayed as a drop-down list. This allows you to click the field and then choose the desired value.

Service Category drop-down

Using Text Boxes with Look-up Icons

When the linked field contains many options, the data is often displayed as a plain text box with a look-up icon. This allows you to enter data manually or use the look-up icon to search for the desired value. If you enter data manually, the system uses an auto-complete function that tries to find a matching value as you type. If you see the matching value, you can simply select it. Selecting a value changes the field's display to a hyperlink that links to the record containing the selected value.

If you don't see a matching value, or you see multiple matches that could be correct, you can click the look-up icon to open a look-up window. The look-up window shows all possible records with values for the field and allows you to browse through them manually or create a search. To select a record, click the selection button to the left of it, which automatically closes the look-up window and returns you to the current record.

Search results with Select highlighted

Selecting Multiple Values

Some linked fields are configured to allow you to select multiple values. Common display types for these fields are checkboxes and multiple value boxes with pop-up selection lists.

Using Checkboxes

When the linked data contains relatively few possible values, the data is often displayed as checkboxes next to each item. This allows you to select any number of values by simply choosing the desired items.

Select Optional Clauses checkboxes

Using Multiple Value Boxes with Pop-up Selection Lists

When the linked field contains many possible values, the data is often displayed as a multiple value box with a pop-up selection list. This display type allows you to use the look-up icon to select one or more values.

Covered Locations with two values selected

When you click the look-up icon, the look-up window or pop-up selection list opens. This displays all possible records with values for the field and allows you to browse through them or create a search. Clicking the checkboxes next to each desired record allows you to select multiple values. After you select the desired records, use the buttons at the top of the window to import them into the current record:

• Import/Replace: Replaces any value in the field with your current selections.
• Import/Append: Adds your current selections to any value already in the field.
• Import/Search Again: Adds your current selections to any value already in the field and keeps the look-up window open so that you can search for additional records.

Look-up search

After you import values into the record, they appear in the field with a small minus icon. Clicking the minus icon allows you to remove values from the field.