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How do I configure the Advanced Lookup settings?

This lesson shows you the Advanced Lookup settings in EPM Live.  The Advanced Lookup is turned on automatically for all People & Group (People Picker) Fields.  For all other fields that are type "lookup", the Advanced Lookup settings can be enabled or disabled.  

The Lookup Settings are configured on the Child List App for each lookup field to a Parent List App.

Note: The Lookup Settings are available for all fields that are type "Lookup," but these settings are not available for "Filtered Lookup" fields.

1. Navigate to the List Settings

Navigate to the List App.  

  1. On the View Toolbar, select the Settings Gear.

2. Open Lookup Settings (EPM Live)

Under the General Settings heading, select Lookup Settings (EPM Live).

3. Select the Lookup Field to Modify

  1. Select the lookup Field Name to modify.
  2. Click Edit Lookup.

Note: The Advanced Lookup Settings can be configured differently for each lookup field.  All lookup fields that have been created for the List App will show on the Lookup Settings page.

4. Enabled

Enable Advanced Lookup: Check this box to enable the Advanced Lookup settings for the designated List & Field.  If unchecked, the remaining settings on this page will be grayed out and unavailable.

List: This is a reference for the current List App.  For example, the screen shot shows the Issues List app.

Field: This is the lookup field name for another List App in the system, within which the field resides.  For example, this screen shot shows the Project Lookup field, meaning each issue has a Project lookup field, which looks to a project in the Project Center List App.

5. Style

Style: Select either Auto Complete or Standard.  

  • The Auto Complete option allows for the Type Ahead feature, the Address Book search feature, and the Green Add Item (+) feature.
  • The Standard option allows for a simplified drop down menu with the available choices only.

5.1. AutoComplete Lookup Style

This is what a lookup field would look like when the Auto Complete style is selected in the Style setting.

5.2. Standard Lookup Style

This is what a lookup field would look like when the Standard style is selected in the Style setting.

6. Security

Enable Security Check box: Check the Enable Security check box to turn on the Advanced Lookup Security feature.  

When enabled, this Field (which is referenced at the top of the page) acts as a parent security field for associated items in the current List App.  When an item is added or updated in the current List App, the security for that item will be modified to reflect the security applied to its parent.  

Here is an example: This is the Issues List App with a Project lookup field, which points to the Project Center List App.  When a new issue is added, it will inherit the security permissions from its parent item, the associated project.  So, those whom have permissions on the associated project will have the same permissions on that new issue (the child item).

7. Cascading Lookup

Note: There are additional settings that need to be done in order for the Cascading Lookup to function correctly.  This Cascading Lookup section needs to be configured in conjunction with the other parent list(s) and settings.  In this example scenario, the Issues List App has a Portfolio Lookup field and a Project Lookup field.  Additionally, the Project Center List App also has a Portfolio Lookup field.  The settings for the Cascading Lookup are done on the Issues List App Lookup Settings page, when modifying the Project Lookup.  

Parent Lookup: Select the Parent Lookup List from the drop down list. This is the third level parent item in the cascade.

Parent's Look Up Field: Select the Parent's Lookup Field name as it is in the child list (the list for which the Field is referenced in the top of the settings page).

Here is an example use of Cascading Lookups in EPM Live: Let's say each Project is are part of a business Portfolio.  When a new issue is created in the system, the end result would be to reference which project that Issue belongs.  Since there may be many projects in the system, the user might want to first narrow down the selection of projects.  So, first the user would select to which portfolio the desired project belongs.  Then, all the projects that are associated to the selected portfolio would show in the Project drop down field.  The user would select from the condensed list of Projects.  Ultimately, the new issue item has its associate Portfolio & Project noted.  This feature allows for reporting on Issues for each Portfolio as well as Issues for each Project.  This feature also prevents invalid data.  The issue's project has to be within the selected Portfolio, rather than having two (un-cascading) lookups to the Portfolio & Project fields separately, which could result in inaccurate data.

8. Save and Close Lookup Settings

When finished reviewing or changing the Lookup Settings, click Save.

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