One field, two lookup targets to show conditionally

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Posted on by DK-31071006-0

Within real time forms for Dynamics:

For Postgraduate students we have two points of entry for the academic year 2025: September 2025 and January 2026

For undergraduate students, in September 2025 we would take off 2025 as an option for academic year.

However, we want to maintain the option for postgraduate.

We therefore need two sets of data list dropdown options in September 2025:
UG – 2026, 2027, 2028
PG – 2025, 2026, 2027

Academic year is one lookup field for both UG and PG

Is there a way of using the same field on the form for but just changing the view of the lookup targets (that are selected on the left - sreenshot attached)

Screenshot 2025-1...

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Tom_Gioielli

3,084 Super User 2026 Season 1 on at

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You have a few ways you can do this;

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Option 1: Standard Lookup field filtering

If your academic sessions are linked to Graduate or Post-Graduate, then you can use the standard lookup field filtering to limit the available options for sessions. This would mean your sessions would look like the following:

Academic Level Configuration Table

Record Name

Undergraduate

Post-Graduate

Sessions Configuration Table

Record Name	Academic Level (Lookup)	Academic Year
September 2025	Undergraduate	2025-2026
September 2025	Post-Graduate	2025-2026
January 2026	Undergraduate	2025-2026
January 2026	Post-Graduate	2025-2026
September 2026	Undergraduate	2026-2027
September 2026	Post-Graduate	2026-2027
January 2027	Undergraduate	2026-2027
January 2027	Post-Graduate	2026-2027

Filtering Lookup Fields in Dynamics 365 - Carl de Souza

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If you do not have multiple configuration tables like above (one for the Academic Level and another with sessions per Academic Level), then you can still achieve this with some JavaScript. This will be a script that is run on load or change to the Academic Level and which adds a filer to the session lookup field. I would recommend creating system views on the sessions that filter available sessions per level that you can use as a filter.

FILTER LOOKUP IN DYNAMICS 365 BASED ON CONDITION IN JAVASCRIPT WITH ADDCUSTOMFILTER AND ADDPRESEARCH

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Overall this isn't too big of a lift, but how you go about it really varies based on your table structure and other configurations.

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ManoVerse 884 Super User 2026 Season 1 on at

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You can use conditional lookup filter , Keep Academic Year as a single lookup field.

Create two custom views on the Academic Year table:

UG View → 2026, 2027, 2028

PG View → 2025, 2026, 2027

Apply JavaScript on the form to dynamically switch the lookup view based on the student type (UG or PG).

Use Xrm.Page.getControl("academic_year").setDefaultView(viewId) to set the appropriate view. https://learn.microsoft.com/en-us/power-apps/developer/model-driven-apps/clientapi/reference/controls/setdefaultview

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Inogic 748 on at

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Hi,

Since you want to filter the Academic Year lookup field differently for both Undergraduate (UG) and Postgraduate (PG) students, here are some approaches to achieve this:

Use addCustomFilter on the Lookup Field

You can use JavaScript on the form to dynamically filter the lookup results based on the student type.
Example:            obj.addPreSearch(function () {
                              obj.addCustomFilter(getFilterXML(), "lookup_field_name");
                              });
In the getFilterXML() function, return the required FetchXML filter logic according to your conditions.

Use Separate Lookup Views and Switch Views

Create two separate views — one for UG and one for PG — and use JavaScript to dynamically switch between them.
Example:   formContext.getControl("lookup_field_name").setDefaultView("viewid");
This method allows you to display relevant lookup records based on the selected student type.
Hope this helps!

Thanks!

Inogic

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