After you've built a linked field to pull data from a source table to a target table, you can utilize that relationship to show all the linked records in a related table in the source table. You could consider this the inverse of linked fields: putting a related table in a source record shows all external records in the selected outside table that reference your source record.
Related tables are embedded tables that simply reflect the links stored in the target table's linked field; they take up no space in the source table, because they function as a saved search showing data stored elsewhere, but that also means you can't use related tables in automation, reporting, or table views. This is sometimes referred to as the passive link, in contrast to the active link represented by the linked field.
For example, there's a linked field in the Contract table that pulls the company's name. From the other side of the link, in the Company table, a related table shows all the contracts linked to the company. |
As with other embedded tables, you'll want to create an appropriate table view and action bar to use in a related table. However, related tables are not the same as the embedded tables created by a Link to Selected Fields with multiple values enabled. Although both are displayed as embedded tables, related tables do not store the link data, and they can't be used to support other functions in the table. For more information about the distinctions between these data types, see Creating Many to Many Relationships.
To create a related table, there must first be other tables referencing your source table data; at least one field of your source table must be defined in another table as a Linked Field.
To create a new related table:
On this tab, select the table and linked field relationship that the related table shows data from.
This tab is similar to the permission settings in other wizards. It offers a way to copy the permissions from another field in the current table, and you can manually select groups that can or cannot perform certain functions.
The second option is specific to related tables, and it's important to consider: Additional filters. This option allows you to filter the linked records that appear in the embedded table. For example, if the related table is likely to find hundreds of records going back a long time, you might apply a filter to show tickets from within the last month.
Any additional filter you apply is applied in addition to any other relevant permission restrictions. For example, if users only have access to their own records in the source table being referenced, users only see their own records in the related table as well. If you apply an additional filter to show only records less than a month old, users only see their own records that are also less than a month old.
Similar to the display options for other embedded tables, the main choices for a related table are the view and action bar to use. You can also elect to make the action bar items active only when the record is being edited, or whenever the record is viewed or edited.
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