Lookup fields allow you to connect your form to data stored in another SharePoint list. They are used when options should come from a managed list.

What Is a Lookup Field?

A Lookup field retrieves values from another SharePoint list within the same site.

Instead of manually defining choices, the field pulls live data from:

• A reference list

• A master data list

• A configuration list

This ensures data consistency and centralised management.

In the SharePoint site contents, you can create a new list to use as a lookup, or you can use an existing list as a lookup, as long as the list exists on the same site as your forms list.

How to Add a Lookup List

When to Use a Lookup Field

Use a Lookup field when:

• The list of options changes regularly

• The data must be managed centrally

• Multiple forms need to reference the same dataset

• You need relational data between lists

Examples:

• Department list

• Project register

• Supplier list

• Asset register

• Cost centre list

Lookup Field Properties Explained

When you add a Lookup field in the Layout tab, the following properties are available in the Properties panel.

Title

The display name shown on the form.

Required

Makes the field mandatory.

Unique

Prevents duplicate values (rarely used for standard lookups).

Lookup List

Select the SharePoint list that contains the source data.

This is required before other options become available.

Lookup Field

Select the column from the source list that should be displayed to users.

Typically this is:

• Title

• Name

• Code

 

Allow Multiple Values

If enabled, users can select more than one value.

If disabled, only one value can be selected.

Default Value

Set a pre-selected option (if applicable).

Placeholder

Text shown before a value is selected.

Example:
“Select a department”

Behaviour Settings

State

Controls whether the field is:

• Mandatory

• Optional

• Read-only

• Inherited from section

This can also be controlled using Logic rules.

Label Settings

You can configure:

• Label text

• Position (Top or other layout options)

• Tooltip (help text for users)

Tooltips are useful when the lookup values may not be self-explanatory.

Theme & Styling

Lookup fields inherit global field styling, including:

• Label font and size

• Label colour

• Field body colour

These can be adjusted in the Theme and Styling section.

Lookup vs Choice Field

If the list is stable and small, use Choice.

If the list is managed centrally or changes regularly, use Lookup.

Things to keep in mind

• Plan your data structure before building multiple forms.
• Consider do you need a Lookup or will a  simple Choice field would suffice
• In terms of performance, large lookup lists may slow down the form.
  If you have a lot of lookups on your form, this will also impact your form’s speed.

 

➡️ Next article: Person Fields – Internal and External User Selection Explained

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