Difference between revisions of "Related Information"

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View Data: '''Workspace > {object} > {record} > Related Information'''<br>
View: '''{object tab} > {record} > {form tab}''' (if present in the form)<br>
Customize: '''Designer > Presentation > Forms > {form} > Related Information'''
Create: '''[[File:GearIcon.png]] > Customization > Objects > {object} > Forms > {form} > New Related Information'''<br>
Customize: '''[[File:GearIcon.png]] > Customization > Objects > {object} > Forms > {form} > {entry in related information section}'''


When a record is displayed, this section displays ''related records''--records in other objects that contain a [[Lookup]] to the current record. The result is a 360-degree view of the current record that surveys all relevant data. Β 
==About "Related Information"==
When viewing a record, you can see ''related records''--records in another object that contains a [[Lookup]] to the current record. You can even add new records to that object.


==Viewing Related Records==
When viewing a Customer, for example, the "Orders" section of the display shows all Orders the Customer has made. That view is made possible by the fact that the Orders object has a lookup to Customers:
When viewing a Customer, for example, the Related Information section shows you all Orders the Customer has made:


:[[File:Customer_orders.jpg]]
[[File:Lookupexample.png]]
Β 
A Related Information section is created automatically whenever you create a standard [[Lookup]] field, or when you define a one-to-many object relationship (which creates the Lookup field for you). The default section title is the object name, and the section includes a button to create a new record. When editing the [[Forms|Form]], you can remove any related information sections you don't want to display. (You can always add them back again manually, if needed.)
Β 
:'''Note:'''<br>A Related Information section is not automatically created for a [[Multi Object Lookup]], but it can be easily added to any objects that need it. (A [[Multi Object Lookup]] can point to any object. In general, you will want those sections only for ''some'' of the objects it can point to.)


That view is made possible by the fact that the Orders object has a lookup to Customers:
;Considerations:
:* When editing a form, the Related Information area appears as a section. But when displayed to the user, it appears as a tab. The order of the sections in the form determines the order of the tabs.
:* To specify the fields to display in a Related Information section, go to the form's Related Information section and click the [[File:Editlayouticon.gif]] edit icon next to the title of the section you want to modify.


[[File:Lookupexample.png]]
{{Note|For a many-to-many relationship, [[Multi Value Lookup]] fields are created in the objects that are in the relationship. Such fields are accompanied by "buttons" that display related records, along with a '''[Select <object>]'''' button to select additional records.}}


A Related Information section is automatically created for all objects, although you may choose to hide that information when a record is displayed in a [[Form Layouts|Form]]. You can also create additional (optional) Related Information Sections.
Learn more: [[Object Relationships]]


:Learn more: [[Object Relationships]]
==Working with Related Information Sections==
Related Information Sections can display records from a [[Related Object]] or from an [[External Data Source]].


==Default Related Information Section==
{{permissionRef|Customize Objects|can develop personalized sections in records}}
Default Related Information Sections are created automatically in the platform, and include the following subsections:
:*[[Notes and Attachments]]
:*[[Activity]], including [[Tasks and Appointments]]


As additional [[Object]] relationships are added, the related records are displayed in a new section. Each new section uses the [Object] name as the heading title, and can include the following built-in [[Actions]]:
===Create a Related Information Section based on an Object===
:*Add [New Record] to any object in the section
A new Related Information section can be created for any object that is the target of a [[Lookup]]. (For most Lookups, related records appear in the default Related Information section. But you can remove them from there before creating a separate section.)
:*[New Note] or [New Attachment] (Optional, see: ''Track Notes and Attachments'' in [[Object Properties when Adding]])
:*[New Email] or [Log Activity] (Optional, see: ''Track Activities'' [[Object Properties when Adding]])


{{Note|The [[Multi Object Lookup]] is a special kind of [[Lookup]] that does not generate a Related Information section automatically. To show records related by that kind of relationship, you create the Related Information section manually, in the object which has become the target of a Multi Object Lookup.}}
{{Note|The [[Multi Object Lookup]] is a special kind of [[Lookup]] that does not generate a Related Information section automatically. To show records related by that kind of relationship, you create the Related Information section manually, in the object which has become the target of a Multi Object Lookup.}}


==Optional Related Information Sections==
'''To add a Related Information Section based on a Related Object:'''
Related Information Sections can be added, based on [[Objects]] or [[Reports]]. Β 
#Click '''[[File:GearIcon.png]] > Customization > Objects > {object} > Forms > {form}'''
#Click the ''New Related Information'' link
#Provide the information below
#Click '''[Save]'''.<br>The name of the Related Information section appears in the Form


:''Compare to [[Section]]s (Tabular or Grid sections in a record)
:::'''Information Source:''' ''Object''
:::;Object Name:Name of the Object
:::;Title:Title for this information; The page expands to display additional fields.
:::;Specify Fields to Link:
::::* Select the field in the related object that has a Lookup to the current record
::::* Select the second field, which contains the ID
::::: '''Note:''' If the first field selected was a [[Multi Object Lookup]] field, then '''ID''' is the only valid choice. If any other choice is made, the Related Information section will be empty.
::::*Optionally, click the (+) icon to add additional linked fields. There can be up to 3.<br>(For example, an Order record should have a primary contact and a billing contact, both from the Contacts object.)
::::*Click the (X) icon to remove linked fields
::::''Learn more: [[#About the Specify Fields to Link Option|About the Specify Fields to Link Option]]''
:::;Select Fields to Display:Select fields in the list of those Available, and click the right-arrow button to move them to the Selected column; Optionally, click the up- or down-arrow buttons to change the order in which the fields appear
:::;Sort By: Choose a field to determine the sort order of the records, and choose either Descending or Ascending order
:::;Additional Sort By:Optionally, choose a second-level sort
::::*Choose a field to determine the sort order of the records, and choose either Descending or Ascending order


{{permissions|Customize Objects|can develop personalized sections in records}}
===Create a Related Information Section based on an External Data Source===
When you define an [[External Data Source]], you specify the object fields used to identify ''related'' records from the external data store. Those records are retrieved from the external source when the form is displayed.


A new Related Information section can be created for any object that is the target of a [[Lookup]].
'''To add a Related Information Section based on an External Data Source:'''
#Click '''[[File:GearIcon.png]] > Customization > Objects > {object} > Forms > {form}'''
#Click the ''New Related Information'' link
#Select the External Data Source
#Specify the '''Title''' of the Related information section.
#Click '''[Save]'''.<br>The new Related Information section appears in the Form.


===Object-Based===
===Manage Related Information Sections===
To add an '''Object-Based''' Related Information Section:
To work with an existing Related Information section:
#Click '''Designer > Data > Objects > {object}'''
#Go to '''[[File:GearIcon.png]] > Customization > Objects > {object} > Forms > {form}'''
#Click the '''Form Layouts''' tab
#Go to the ''Related Information'' section of the form.
#Click the '''New Related Information''' link
#Provide the following information:
#:;Information Source:Object
#:;Object Name:Name of the Object
#:;Title:Title for this information; The page expands to display additional fields.
#:;Specify Fields to Link:
#::* Select the first field from the list of those available in the selected object
#::* Select the second field, which contains the ID
#::: '''Note:''' If the first field selected was a [[Multi Object Lookup]] field, then '''ID''' is the only valid choice. If any other choice is made, the Related Information section will be empty.
#::*Optionally, click the (+) icon to add additional linked fields
#::*Click the [-] button to remove linked fields
#::''Learn more: [[#About the Specify Fields to Link Option|About the Specify Fields to Link Option]]''
#:;Select Fields to Display:Select fields in the list of those Available, and click the right-arrow button to move them to the Selected column; Optionally, click the up- or down-arrow buttons to change the order in which the fields appear
#:;Sort By: Choose a field to determine the sort order of the records, and choose either Descending or Ascending order
#:;Additional Sort By:Optionally, choose a second-level sort
#::*Choose a field to determine the sort order of the records, and choose either Descending or Ascending order
#;Scrolling Window Size: Define the number of rows to display by selecting a Scrolling Window Size; Choose from:
#::*No Scrolling, Show all Rows
#::*5 Records, Scroll Window
#::*10 Records, Scroll Window
#::*20 Records, Scroll Window
#::*30 Records, Scroll Window
#::*40 Records, Scroll Window
#::*50 Records, Scroll Window
#Click '''[Save]'''.<br>The name of the Related Information section appears in the Form Layout


===Report-Based===
'''To modify the display settings:'''
To add a '''Report-Based''' Related Information Section:
#Click the ''Display Settings'' link in the upper right corner of the section.
#Click '''Designer > Data Objects > {object}'''
#Use the Left/Right [[File:left-right-icon.gif|link=]] arrow buttons to move a section into the Hidden or Visible column.
#Click the Form Layouts tab, click the ''New Related Information'' link; Complete the following information:
#Use the Up/Down [[File:Up-down-icon.gif|link=]] arrow buttons to change the order of the sections.
#;Information Source:Report
#;Report Name: Enter a Report Name, or use the Lookup [[File:lookupicon.gif]] icon to find a Report name; The page will refresh to display additional information
#;Title:Enter the Title for this section
#;Specify Fields to Link:Select the first field from the list of those available in this object selected, and then select the second field, which contains the ID
#::*Optionally, click the (+) icon to add additional linked fields
#::*Click the [-] button to remove linked fields
#::''Learn more: [[#About the Specify Fields to Link Option|About the Specify Fields to Link Option]]''
#;Scrolling Window Size: Define the number of rows to display by selecting a Scrolling Window Size; Choose from:
#::*No Scrolling, Show all Rows
#::*5 Records, Scroll Window
#::*10 Records, Scroll Window
#::*20 Records, Scroll Window
#::*30 Records, Scroll Window
#::*40 Records, Scroll Window
#::*50 Records, Scroll Window
#Click '''[Save]'''.<br>The name of the Related Information section appears in the Form Layout.


===Specify Fields to Link (Join)===
'''To make other changes:'''
Use this section to define "joins" between objects. When a join is defined, two objects become related.
Use the icons that appear when you hover over the heading of a Related Information section:
:''Learn more: [[Define Relationships (Joins)]]''
:;[[File:Editlayouticon.gif|link= ]] Edit Section
::Edit any of the available options
:;[[File:Move-icon.gif|link= ]] Move Section (Reorder) Β 
::Drag this icon to move the section up or down in the list
:;[[File:Delete.gif|link= ]] Delete Section:Deletes the section
::(This icon is not available in sections based on [[Self Reference Lookup]]s.)


;Considerations:
===Dynamic sorting in Related Information Sections===
*Joins are based on a set of field visibility lookups, name fields and fields succeeded by a β€˜#’
Β 
:*Joins are also possible on the fields which are part of the object [[Index]]
AgileApps new user interface now supports dynamic sorting in Related information section. This functionality provides you with a means of header based sorting on table column headers.
*In the case of multiple fields in the object index, only the first field is considered for joining
*A total of three joins can be specified


==Managing Related Information Sections ==
:* You can sort the records by clicking on the column header.
{{:Display Settings}}
::[[File:Dynamic sort 3.png|1024px]]
:* Sorting order is indicated by the sorting icon against the column header.
::[[File:Dynamic sort 4.png|1024px]]
:* Default sorting is as per the configuration in settings. Dynamic sorting functionality does not have any impact on the original sorting implementation.
::[[File:Dynamic sort 5.png|1024px]]
{{Note|Sort cycles through ascending and descending.}}

Latest revision as of 06:29, 30 July 2021

View: {object tab} > {record} > {form tab} (if present in the form)
Create: GearIcon.png > Customization > Objects > {object} > Forms > {form} > New Related Information
Customize: GearIcon.png > Customization > Objects > {object} > Forms > {form} > {entry in related information section}

About "Related Information"

When viewing a record, you can see related records--records in another object that contains a Lookup to the current record. You can even add new records to that object.

When viewing a Customer, for example, the "Orders" section of the display shows all Orders the Customer has made. That view is made possible by the fact that the Orders object has a lookup to Customers:

Lookupexample.png

A Related Information section is created automatically whenever you create a standard Lookup field, or when you define a one-to-many object relationship (which creates the Lookup field for you). The default section title is the object name, and the section includes a button to create a new record. When editing the Form, you can remove any related information sections you don't want to display. (You can always add them back again manually, if needed.)

Note:
A Related Information section is not automatically created for a Multi Object Lookup, but it can be easily added to any objects that need it. (A Multi Object Lookup can point to any object. In general, you will want those sections only for some of the objects it can point to.)
Considerations
  • When editing a form, the Related Information area appears as a section. But when displayed to the user, it appears as a tab. The order of the sections in the form determines the order of the tabs.
  • To specify the fields to display in a Related Information section, go to the form's Related Information section and click the Editlayouticon.gif edit icon next to the title of the section you want to modify.

Notepad.png

Note: For a many-to-many relationship, Multi Value Lookup fields are created in the objects that are in the relationship. Such fields are accompanied by "buttons" that display related records, along with a [Select <object>]' button to select additional records.

Learn more: Object Relationships

Working with Related Information Sections

Related Information Sections can display records from a Related Object or from an External Data Source.

Lock-tiny.gif

Users that have the Customize Objects permission can can develop personalized sections in records. 

Create a Related Information Section based on an Object

A new Related Information section can be created for any object that is the target of a Lookup. (For most Lookups, related records appear in the default Related Information section. But you can remove them from there before creating a separate section.)

Notepad.png

Note: The Multi Object Lookup is a special kind of Lookup that does not generate a Related Information section automatically. To show records related by that kind of relationship, you create the Related Information section manually, in the object which has become the target of a Multi Object Lookup.

To add a Related Information Section based on a Related Object:

  1. Click GearIcon.png > Customization > Objects > {object} > Forms > {form}
  2. Click the New Related Information link
  3. Provide the information below
  4. Click [Save].
    The name of the Related Information section appears in the Form
Information Source: Object
Object Name
Name of the Object
Title
Title for this information; The page expands to display additional fields.
Specify Fields to Link
  • Select the field in the related object that has a Lookup to the current record
  • Select the second field, which contains the ID
Note: If the first field selected was a Multi Object Lookup field, then ID is the only valid choice. If any other choice is made, the Related Information section will be empty.
  • Optionally, click the (+) icon to add additional linked fields. There can be up to 3.
    (For example, an Order record should have a primary contact and a billing contact, both from the Contacts object.)
  • Click the (X) icon to remove linked fields
Learn more: About the Specify Fields to Link Option
Select Fields to Display
Select fields in the list of those Available, and click the right-arrow button to move them to the Selected column; Optionally, click the up- or down-arrow buttons to change the order in which the fields appear
Sort By
Choose a field to determine the sort order of the records, and choose either Descending or Ascending order
Additional Sort By
Optionally, choose a second-level sort
  • Choose a field to determine the sort order of the records, and choose either Descending or Ascending order

Create a Related Information Section based on an External Data Source

When you define an External Data Source, you specify the object fields used to identify related records from the external data store. Those records are retrieved from the external source when the form is displayed.

To add a Related Information Section based on an External Data Source:

  1. Click GearIcon.png > Customization > Objects > {object} > Forms > {form}
  2. Click the New Related Information link
  3. Select the External Data Source
  4. Specify the Title of the Related information section.
  5. Click [Save].
    The new Related Information section appears in the Form.

Manage Related Information Sections

To work with an existing Related Information section:

  1. Go to GearIcon.png > Customization > Objects > {object} > Forms > {form}
  2. Go to the Related Information section of the form.

To modify the display settings:

  1. Click the Display Settings link in the upper right corner of the section.
  2. Use the Left/Right Left-right-icon.gif arrow buttons to move a section into the Hidden or Visible column.
  3. Use the Up/Down Up-down-icon.gif arrow buttons to change the order of the sections.

To make other changes: Use the icons that appear when you hover over the heading of a Related Information section:

Editlayouticon.gif Edit Section
Edit any of the available options
Move-icon.gif Move Section (Reorder)
Drag this icon to move the section up or down in the list
Delete.gif Delete Section
Deletes the section
(This icon is not available in sections based on Self Reference Lookups.)

Dynamic sorting in Related Information Sections

AgileApps new user interface now supports dynamic sorting in Related information section. This functionality provides you with a means of header based sorting on table column headers.

  • You can sort the records by clicking on the column header.
Dynamic sort 3.png
  • Sorting order is indicated by the sorting icon against the column header.
Dynamic sort 4.png
  • Default sorting is as per the configuration in settings. Dynamic sorting functionality does not have any impact on the original sorting implementation.
Dynamic sort 5.png

Notepad.png

Note: Sort cycles through ascending and descending.