About SharePoint Cascaded Lookup

Enhance your SharePoint lookup experience.

SharePoint Cascaded Lookup is a powerful look-up tool that greatly enhances the lookup functionality already native to SharePoint. It quickly cross-references existing data from a list or site within the same site collection and then applies a combination of filters to reduce the number of options presented in the dropdown menu of your lookup field. To use it, you set a combination of filters available in both the source list (the list you are looking up from) and the target list (the list where you want to add looked-up information) to ensure that only applicable values are displayed as choices in the dropdown list.

SharePoint Cascaded Lookup

  • Look up and cross-reference information from any SharePoint site in a site collection;
  • Build parent-child relationships between columns in the same list so that data entered in one field filters the options presented in another;
  • Use a combination of filter parameters from the source list and the target list to filter the items presented in a lookup field ;
  • Automatically synchronize data and update items in the target list when changes are made in the source list;
  • Add multiple selections from the source list to list items in the target list;
  • Convert between the default SharePoint Lookup column, Cross-Site Lookup column, and Cascaded Lookup column;
  • Integrated memory function saves Cascaded Lookup settings when converting between different Lookup column types;

SharePoint Cascaded Lookup is a powerful look-up tool that greatly enhances the lookup functionality already native to SharePoint. It quickly cross-references existing data from a list or site within the same site collection and then applies a combination of filters to reduce the number of options presented in the dropdown menu of your lookup field. To use it, you set a combination of filters available in both the source list (the list you are looking up from) and the target list (the list where you want to add looked-up information) to ensure that only applicable values are displayed as choices in the dropdown list.

SharePoint Cascaded Lookup creates relationships between columns in the same list: you build a parent-child relationship between a set of columns so that the value you choose in the parent column determines the options presented in the child column. Above, a cascading series of parent-child columns filter the options presented in the drop-down menu. Here, the Continent column is a parent to the Country column, so choosing North America filters the options presented in the Country column so that only countries in North America are presented as options. The Country column is a parent to the State column, so the value chosen in the Country column filters the State column, which in turn filters the options available in the City column.

How Does It Work?
In order to take full advantage of the functionality of Cascaded Lookup, you need to establish several things:

  • The Source List, which is the list from which Cascaded Lookup will look up information. The Source list can be in any site.
  • The Source Column, located in the Source List, that contains all of the possible values for your drop-down menu.
  • The Filter Column, also located in the Source List, which is used to filter out irrelevant data from the Source Column so that only values that fit your filter criteria will be possible as choices.
  • The Parent Column, located in the target list (the list where you want to add looked up information).

Once you have set up your filter columns, Cascaded Lookup will automatically filter according to your parameters:

  • You select a value from the Parent column.
  • SharePoint takes this value and compares it to the values located in the Filter Column (in the Source List).
  • SharePoint instantly builds a list of possible choices by listing the Source Column values for rows with Filter Columns that match the value of the Parent Column. These results are then listed in the drop-down menu - all non-matching values have been filtered out, so they do not appear as possible choices.

SharePoint Cascaded Lookup is an invaluable lookup tool, saving you time by reducing the options presented in the drop-down list, and eliminating the possibility for error as a result of incompatible values.

Features:

  • Cascading Lookup - Create cascading drop down fields (e.g. Country ->State ->City) by building parent-child relationships between columns so that values in the child field get filtered or scoped according to what was selected in the parent field, thus narrowing down your choices.
  • Autocomplete - Autocomplete allows users to quickly find and select from a pre-populated list of values as they type, leveraging both searching and filtering.
  • Cross Site Lookup - Cascaded Lookup provides you with a cross site function that gives you the ability to get data from different sites within the same site collection, thus broadening your lookup scope.
  • Filter by Column - Filter retrieved data by one or more column(s) from the target list. This is a quick and easy way to filter a large data set, helping users pinpoint data they need quickly.
  • Multiple Display Styles - Three display styles are available to show retrieved values. They include: dropdown list, left <-> right box and grid view. Grid view is especially useful when handling a large set of values.
  • Bi-Directional Connection - Automatically create a reverse lookup field when creating a Cascaded Lookup column. This enables you to build a bi-directional connection between items in the target and source list.
  • Filter by View - Select a pre-defined view in the target list to filter items presented in the lookup field. This helps refine the values for selection.
  • Available for Calculation - Out of the box SharePoint Lookup fields cannot be used for calculation. Cascaded Lookup column can be used in the "Calculated column" formula to perform calculations.
  • Direct Item Creation - Add new items to the target list using the "Create new item" link directly from the current item form, which accelerates your editing process.
  • Remove Duplicate Items - Cascaded Lookup column provides the option to filter out duplicate values and display only one instance, ensuring more effective value retrieval.
  • Display Relevant Columns - Display relevant columns from the target list alongside the retrieved values on the Item View/Edit form, making it easier to view extra information.
  • Various Supported Columns - Look up values from various columns: Single line of text, Number, Date and Time, Calculated, and some system reserved fields such as Created, Modified and Version.
  • Supports Document Name - Retrieve values from the "Name" field of a document library, allowing users to download a copy directly by clicking the file name on the Item View form.
  • Easy Identification with Icons - Mark Cascaded Lookup columns with ready-made or personalized icons, making columns readily identifiable and pleasing to the eye.
  • Reorder Additional Columns - Add additional columns from the target list to display in the source list and change the order of these columns.