Dynamics Community Forum Thread Details

How do I configure filtering for a lookup field on a form to only display accounts?

Hello community -

I am testing the use of lookup fields on marketing forms, with a particular use case of having a contact being able to select their company if it already exists in our system. However, when I search on the published form, I not only get results of account names but also the email addresses associated to that account. This is not ideal because 1) that field is a lookup field meant for accounts and I would want them to select an account, but 2) for our larger accounts with hundreds of contacts, that list is incredibly long, and it was difficult to even find the account name.

Is this happening because the field on the marketing form utilizes the Quick Find view vs. the view mapped to the lookup field (in my case, Account Lookup view) itself? If so, what steps do I need to take to ensure that regular user search isn't disrupted but also so the lookup field on forms only displays accounts to select from?

Screen shot of field setup:

Screen shot of test form. The one at the bottom is the actual test account, the other two visible are test contacts associated to the test account:

Thank you,

Sarah

Hi Sarah,

The reason that there are many contacts in drop down list is due to the Company Name field of Contact entity and Customer field of Lead entity are both Customer type, it is a special lookup field that we can use to specify a customer, which can be an account or contact. Therefore, the list is showing records of two entities.

(You can find field type of those two fields in entities definition.)

If you would like to only let your contacts to select company(account entity), you could create 2 new real lookup type fields for Contact and Account entity, then run workflow to to sync submitted data to OOB Company Name and Customer field.(In Lead entity, there is an existing account based look up field: Parent Account for lead.)

In addition, as you mentioned, we can edit filters of quick find view of corresponding entity to show some specific records. However, the change will also reflect in system.

Regards,

Clofly

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