Use Lookup fields to dynamically populate field options and values with the data from submitted entries. Lookup fields can be used for several types of dynamic field relationships. Use them to:

• Retrieve submitted values and use them as options in a dropdown, radio, or checkbox field, or for display only.
• Set up cascading field options. This is perfect for country/state/city or year/make/model fields where the available options are filtered by the value selected in a prior field.
• Filter down to a price or final value. Allow the user to select options from Lookup fields which will ultimately display a final price or value in a text/number field.
• Dynamically populate field values. Allow users to select or enter a value in a Lookup field which will populate fields in the form with values from the same entry.

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Standard field options

Select the field in the form builder to see its options in the Field Options tab. The panel has 3 parts: the basic settings at the top, the Lookup Options section, and the Advanced section.

A Lookup field has the following standard options:

• Field type
• Required
• Unique
• Read Only
• Field key
• CSS layout classes
• Label position
• Field size
• Dynamic default value
• Visibility
• Conditional logic

Field-specific options

Multiselect

To allow users to select more than one option in a Lookup dropdown, check Multiselect. It sits below Limit options to those created by the current user and is unchecked by default. Users hold down the Command or Control key to select more than one option.

Get options from

The Get Options From setting loads options into your Lookup field from entries submitted in another Formidable form. Nothing is selected by default. Start by selecting the form, then the field you want to pull the entries from.

Display type

In the Display Type dropdown, choose how to show the options: Dropdown, Radio Buttons, Checkboxes, Single Line Text, or List (for display only). Dropdown is the default.

The List option displays a value when it's watching another Lookup field.

Images

A Lookup field can show its options as images. It does this automatically when the Display Type is Radio Buttons or Checkboxes and the options come from a field that uses images. The source can be a Radio Buttons, Checkboxes, or Product field with image options, or a File Upload field.

After you choose the source, click Update and select the field again. These settings then appear in the field options:

• Image option label: Shown only when the options come from a File Upload field. Choose another field from the form the options come from to label each image, or keep File name to use the name of the uploaded file.
• Image Size: Choose Small, Medium, Large, or Extra Large. Small is the default.
• Hide option labels: Check this box to show the images without their text labels.

With a File Upload source, the options show as images only when most of the uploaded files are images.

Placeholder text

A Lookup Dropdown field can show a value in place of its normally blank first option. To set one, open the Advanced section and enter it in the Placeholder Text setting, which is empty by default.

Autocomplete

To show suggestions to users as they type a search, check Autocomplete. This box is unchecked by default. This feature uses the Slim Select dropdown library, so autocomplete also works on mobile devices.

When Multiselect and Autocomplete are both checked, users can choose several options without holding down the Command or Control key.

Watch a Lookup field

To limit the values displayed, click Watch a Lookup Field under Filter by Lookup Fields and choose another Lookup field in your form. The options are then filtered by the value selected in the watched field. No fields are watched by default.

Limit options

To show only the options created by the user who is filling out the form, check Limit options to those created by the current user. This box is unchecked by default. The limit doesn't apply to administrators.

Option order

The options are sorted in ascending order by default. To change this, choose Ascending (A-Z), Descending (Z-A), or No order set in the Option order dropdown.

Saved and displayed value

The Saved Value and Displayed Value settings show only when the source field has Separate Values enabled or is a Dynamic field. Each one is set to Option Value by default. When the options show as images, choose Option Label in Displayed Value to show the option labels under the images instead of the saved values.

If these settings don't show right away, click Update to save the form and refresh the field options.

Display lookup fields

Display the value submitted in a Lookup field in a form's confirmation message, email, or View. Just insert [x], where x is the ID or key of the Lookup field.

Set up a single Lookup field

Add an individual Lookup field to your form to use submitted values as its options.

1. Create a new form or go into an existing form where you want to add a Lookup field.
2. Add a Lookup field to your form. By default, a Lookup field displays as a dropdown. You can change the Display Type to Radio Buttons, Checkboxes, Single Line Text, or List instead.
   

   

3. Set Get Options From to any form and field on your site.
   

   

4. In the field options, select the Option order that you want. You can display options in ascending order (A-Z), descending order (Z-A), or set no order.
5. To show the user only the values that they submitted, scroll down to Lookup options. Then check Limit options to those created by the current user. Administrators still see every option. To test the limit, view the form as a user who isn't an administrator.
   

   

6. For a Lookup → Dropdown field, open the Advanced section and enter a value in the Placeholder Text box. It shows on the normally blank first option.
   

   

7. Click Update. On a new form, this button reads Save until the first save, which asks you to name the form. Then go to Preview → On Blank Page. Now the user can select a value from their submitted entries. The placeholder text is the first option.
   

   

Set up cascading fields

There are many situations where setting up cascading Lookup fields is useful. One of the most common is a country/state/city scenario. Another common use for this is a vehicle year/make/model scenario. Regardless of the cascading scenario, the directions below can be adapted to apply to your use case.

1. Create a new form. We'll call this the 'Data form' because it will be used to hold all of the year/make/model data, i.e., all of the data that will be retrieved and filtered in the Lookup fields. Add a text field for the Year, a text field for the Make, and a text field for the Model.
2. Import a CSV with all of the year/make/model data into the Data form. If you import a CSV, then match up the CSV headings with the fields in your Data form. If you don't have a CSV to import, you can manually create entries in the Data form.
3. Create a second form. We'll call this the 'End User form' because it will be the form that the end user interacts with.
4. Add a Lookup field for the vehicle year. Set it up to Get options from: Data form → Year field.
   

   

5. Add a Lookup field for the vehicle make. Set it up to Get options from: Data form → Make field.
   

   

   
   Click Update (Save on a new form) before you set up the filter. Until the form is saved, the list shows each new Lookup field by its default label, Lookup, instead of the label you gave it. After the update, the builder shows Add Fields, so click the Make field again to reopen its options.
   We want the Make options to change depending on the selected year. Under Filter by Lookup Fields, click Watch a Lookup Field and select Year.
   

   

6. Add a Lookup field for the vehicle model. Set it up to Get options from: Data form → Model field.
   

   

   
   We want the Model options to change depending on the selected year and make. Under Filter by Lookup Fields, click Watch a Lookup Field and select Year. Click it again and select Make.
   

   

7. In the End User form, click Update. Then go to Preview → On Blank Page. When you select a Year, the Make options change. When you select a Make, the Model options will update.
   

   

Filter cascading fields

Let us say you already have cascading lookup fields and want to filter its options. A common use for this is when you want to show only active employees in another form. Regardless of the cascading scenario, the directions below can be adapted to apply to your use case.

1. Create a new form. We will call this the Employee Form that will hold all of the employee name/status data, i.e. all of the data that will be retrieved and filtered in the Lookup fields. Add a name field for the Name and a dropdown or radio field for the Status.
2. Import a CSV with all the name/status data into the Employee form. If you import a CSV, then match up the CSV headings with the fields in your Employee form. If you don't have a CSV to import, manually create entries in the Employee form.
3. Create a second form. We will call this the End User form because it will be the form which the end user will interact with.
4. Add a Lookup field for the Status. Set it up to Get options from: Employee form → Status field.
   

   

   
   Open the field's Advanced section:
   1. Set Default Value to Active.
   2. Set Visibility to Administrator to prevent other users from seeing the field.

   

5. Add a Lookup field for the Name. Set it up to Get options from: Employee form → Name field. Click Update so the next list shows the Status field by its label. Click the Name field again to reopen its options. We want the Name field options to change depending on the selected Status. Under Filter by Lookup Fields, click Watch a Lookup Field and select Status.
   

   

6. In the End User form, click Update. Then go to Preview → On Blank Page. The Status Lookup field acts as a filter: the Name Lookup field lists only the employees with Active status. Users who aren't administrators don't see the Status field. As an administrator, you still see it in the preview.
   

   

Set up multiselect cascading fields

To allow multiple selections in cascading fields, use Lookup checkboxes. One of the most common scenarios is a hotel/floor/room scenario. The directions below can be adapted to apply to this use case.

1. Create a new form called Data form. This form will be used to hold all of the hotel/floor/room, i.e., all of the data that will be retrieved and filtered in the Lookup checkbox fields. Add a text field for the Hotel, a text field for the Floor Number, and a text field for the Room Number.
   

   

2. Import a CSV with all of the hotel/floor/room data into the Data form and make sure that the CSV headings match up with the fields. If you don't have a CSV to import, you can manually create entries in the Data form.
3. Create a second form called End User form. This will be the form that the end-user interacts with.
4. Add a Lookup field for the Hotel and set its Display Type to Checkboxes. Set it up to Get options from: Data form → Hotel field.
   

   

5. Add a Lookup field for the Floor Number and set its Display Type to Checkboxes. Set it up to Get options from: Data form → Floor Number field. Click Update so the next list shows the Hotel field by its label. Click the Floor Number field again to reopen its options. We want the Floor Number options to change depending on the selected Hotel. Under Filter by Lookup Fields, click Watch a Lookup Field and select Hotel.
   

   

6. Add a Lookup field for the Room Number and set its Display Type to Checkboxes. Set it up to Get options from: Data form → Room Number field. For the Room Number options to change depending on the selected Hotel and Floor Number, click Watch a Lookup Field and select Hotel. Click it again and select Floor Number.
   

   

7. In the End User form, click Update. Then go to Preview → On Blank Page. When you check more than one hotel, the Floor Number options include the floors of every checked hotel. When you check one or more floors, the Room Number options update the same way.
   

   

Drill down to a final value

There are many instances where it is useful for a user to select options in one or more fields which then spits out a final value that is retrieved by using the options selected in other fields. Lookup fields can be used for this. To help make the instructions below more clear, we will assume the end goal is to create a form where a user selects a State and their age range which then displays a policy price in a Text field.

1. Create a new form called Insurance Data Form. It holds the insurance policy data. Add a field for the State, a field for the Age, and a Text field for the Price.
2. Import a CSV with all of the insurance policy data into the Insurance Data Form. If you import a CSV, then match up the CSV headings with the fields in your Insurance Data Form. If you don't have a CSV to import, you can manually create entries in the Insurance Data Form.
3. Create a second form. We'll call this the 'End user form' because it will be the form that the end user interacts with.
4. Add a Lookup field for the State. Set it up to Get options from: Insurance Data Form → State field.
   

   

5. Add a Lookup field for the Age. Set it up to Get options from: Insurance Data Form → Age field.
   

   

   
   Click Update so the next list shows the State field by its label. Click the Age field again to reopen its options. We want the Age options to change depending on the selected State. Under Filter by Lookup Fields, click Watch a Lookup Field and select State.
   

   

6. Add a Text field for the price. In its field options, open the Advanced section and set up the Lookup settings:
   1. Turn on the Lookup toggle.
   2. Set Search In to Insurance Data Form → Price field.
   3. We want the price to change depending on the selected State and Age. In the watch dropdown below Search In, select State. Click Watch a Lookup Field and select Age in the new row. After you save the form, these rows show under the Watch Lookup Fields label.

   

   Typically, check Read Only so users can't change the value. To make the value appear as floating text rather than a field input, type frm_total in the CSS Layout Classes box and press Enter.
7. In the End User form, click Update. Then go to Preview → On Blank Page. When you select a State and Age, a price is displayed in the Text field.
   

   

Populate fields with values from a selected entry

Set up fields that fill in automatically when a user selects an entry.

1. Go into edit the form that you want to autofill.
2. Add a Lookup field. Set it up to Get options from: a form and field. It's acceptable to set it up to get options from the current form. Click Update so the Lookup field shows by its label in the next step.
   

   

3. Open the field options for a field that you want to autofill. (See the list of the types of fields you can autofill.) Open the Advanced section and set up the Lookup settings:
   1. Turn on the Lookup toggle.
   2. Set Search In to the same form that the Lookup field is getting its options from. Then select the field whose value you want to fill in (for example, Email).
   3. In the watch dropdown below Search In, select the Lookup field from step 2.

   

4. Repeat the previous step for each field that you want to autofill.
5. Click Update. Then go to Preview → On Blank Page. When you select an entry in the Lookup field, the fields that are 'watching' it populate automatically.
   

   

Compatible field types

The following field types can be populated automatically by watching a Lookup field:

• Text
• Paragraph
• Email
• Website/URL
• Time
• User ID
• Number
• Phone
• Date
• Dropdown
• Hidden
• Virtual

A Text, Hidden, or Virtual field can search any field in the other form. Every other field type searches only fields of the same type. For example, a Number field can only search a Number field. When the other form has only text fields, the Number field's Search In field list is empty.

This option will be added to additional field types in future releases.

Populate fields by searching entered values

There may be situations where you want a user to enter a first and last name, for example, and then other form fields automatically populate. Or you may want users to enter an ID number and fields automatically populate with data for that ID number. You can set this up with Lookup fields.

1. Go into edit the form that you want to autofill.
2. Add a Lookup → Single Line Text field.
   

   

   
   Set Search In to the form and field that you want to search for a first name. Until the form is saved, this option is labeled Get Options From.
   

   

3. Add a second Lookup → Single Line Text field. Set Search In to the same form as step 2, but a different field. This will be the field for the user to enter a last name.
   

   

   
   Skip this step if a second lookup field is not needed. Click Update so both Lookup fields show by their labels in the next step.
4. Add other non-Lookup fields to your form. Open the field options for a field that you want to autofill. Open the field options → Advanced and turn on the Lookup toggle.
   

   

   
   Set Search In to the same form that the Lookup fields are searching values from. Then select the field whose value you want to fill in.

   In the watch dropdown below Search In, select the Lookup field from step 2. Click Watch a Lookup Field and select the Lookup field from Step 3.
   

   

5. Repeat the previous step for each field that you want to autofill.
6. Click Update. Then go to Preview → On Blank Page. When you type in a first and last name in the Lookup fields, the other fields that are 'watching' them populate automatically. This happens when a match is found for the entered first and last name.
   

   

Populate field with ID of an entry

You may want a user to select an entry in the Lookup field and automatically populate another field with its entry ID. A typical scenario is to create a form where a user selects a school, which then displays the entry ID in a field. The directions below can be adapted to apply to this use case.

1. Create a new form called Data Form. This form will be used to hold the list of school names and their entry ID. Add a text or hidden field for "Entry ID" and another field for "School."
   

   

2. Before you add any schools, add this code example to save the entry ID of each new entry in the "Entry ID" field. Remove any default values and change the visibility to Administrators only if you're using a text field.
3. Either import a CSV or manually create an entry for each school in the Data Form. The code fills in the Entry ID only for entries created after it's in place. Entries that already existed keep an empty Entry ID, even when you edit and update them. To fill it in for those schools, import or create their entries again, and then delete the old entries.
4. Create a second form called End User form. It will be the form that the end-user interacts with.
5. Add a Lookup field for "School". Set it up to Get options from: Data form → School field. Click Update so the next step lists the School field by its label.
   

   

6. Add a text or hidden field for "Entry ID" which will autofill with the entry ID of the selected School. (See the list of the types of fields you can autofill.) In its field options, open the Advanced section and set up the Lookup settings:
   1. Turn on the Lookup toggle.
   2. Set Search In to Data Form → Entry ID field. This is the form where the "School" Lookup field options are stored.
   3. In the watch dropdown below Search In, select the "School" Lookup field from step 5.

   

7. Click Update. Then go to Preview → On Blank Page. When you select an entry in the "School" Lookup field, the "Entry ID" field that is watching it populates automatically.
   

   

Add custom coupon codes

Use Lookup fields to add a custom coupon code field to your form that automatically deducts the discount amount from the total.

Copy value to a Lookup field

To copy a value from a non-Lookup field to a Lookup field, use the code below. This is especially useful in cases where the first field cannot be a Lookup. For example, the first field's value may be the result of a Field Calculation instead of a simple selection. The best place to add these code samples is either in your Theme's footer section or the After Fields section of your form Settings → Customize HTML tab.

<script>    
jQuery(document).ready(function($){
    $('#field_nkqtr').change(function(){ 
        var sourceField = $('#field_nkqtr').val();
        $('#field_br4j1').val(sourceField);
        $('#field_br4j1').trigger({ type:'change', originalEvent:'custom' });
    });
});
</script>

Replace nkqtr with the field key of your source field, and br4j1 with the field key of the destination Lookup.

Validate entered value

To allow users to enter a value that's automatically validated, use lookup fields. For this use case, we will validate the value entered in a number field.

1. Create a new form called Number Validation Entry Form. This form will be used to hold the numerical values that will be validated.
2. Add a number field and label it Number Validation. Submit an entry for each value that you want to include in the validation.
3. Go into an existing form, or create a new form, where users can enter a value and trigger the validation.
4. Add a Lookup → Single Line Text field and label it as Number Validation. Set Search In to the Number Validation Entry Form → Number Validation field. Until the form is saved, this option is labeled Get Options From. Click Update now so the field shows by its label in step 5.
   

   

5. Add a Hidden field to the form. In its field options, open the Advanced section and set up the Lookup settings:
   1. Turn on the Lookup toggle.
   2. Set Search In to Number Validation Entry Form → Number Validation field.
   3. We want to validate the value depending on whether it matches an entry in the Number Validation Entry Form. In the watch dropdown below Search In, select the Number Validation Lookup field.

   

6. In the form builder, select your Submit button and add conditional logic. Show or enable the submit button if:
   • Hidden field does not equal to ________(leave blank)

   

7. Add an HTML field with a validation message. You can add some CSS styling, if you want.
   

   

8. Add conditional logic to the HTML field and set it up to Show this field if ALL of the following match:
   • Hidden field equals to ______(leave blank)
   • Number validation does not equal to ______(leave blank)

   

Limitation

• The cascading lookup feature will not work if the primary field retrieves a value from a Name field.

Related developer hooks

• Change the comparison operator for Lookup fields with the frm_set_comparison_type_for_lookup hook.
• Add extra content to lookup options with the frm_filtered_lookup_options hook.
• Display User ID field with display name and ID with the frm_filtered_lookup_options hook.
• Remove the current user filter from a Lookup field for a specific user role with the frm_lookup_is_current_user_filter_needed hook.
• Modify the order of options with the frm_order_lookup_options hook.
• Order dates in a lookup with the frm_order_lookup_options hook.
• Populate a Lookup field with uploaded image paths with the frm_filtered_lookup_options hook.