Linking fields to external data sources

In addition to creating relationships between containers and items, you can configure links to external data sources for individual fields. This option is available only for Simple Text, Single Select, and Integer field types.

The following topics are provided:

To add a link to an external source

1. Open the item where you want to add the link:
   1. Click the Administration tab.
   2. In the appropriate section, click the container that contains the item that you want to modify or click Manage to open the container Administration page. Then double-click the container.
      The container details page appears.
   3. In the left pane, click the item link (such as Record Definitions in workspaces or Contacts in address books).
      The Items page appears. 
   4. Double-click the item.
      The Item details page appears.
2. In the left pane, click Fields.
3. Select the field that you want to modify and then click Link to Data Source.

   You can only select Simple Text, Single Select, or Integer field types. The Link Device Name to Data Source page appears.

4. In the Data Source section:
   
   1. In the Server Address field, enter the name or IP address of the SQL server.
   2. In the Server Port field, enter the port number for the server.
   3. In the Database Type field, select the type of database.
   4. In the Database field, select the data source that you want to use from the list of available data sources.
   5. In the Server User ID and the Server Password fields, enter the credentials needed to access the data source server.
   6. Click Connect.
      A connection success message appears.
   7. In the Table or View field, select the table or view where the data is stored.
   8. In the Map item fields to external source fields table, select the fields from the external source that match the fields in FootPrints.
5. (Optional) To enable the lookup fields for the users, in the Enable Lookup Triggers for section, select the appropriate option:
   • Agents: Select this option to enable field lookups only for the users with Agent role.
   • Customers: Select this option to enable field lookups only for the users with Customer role.
   • Both: Select this option to enable field lookups for users with Agent and Customer roles.
6. (Optional) If you want a lookup triggered under certain conditions, in the Trigger Lookups Automatically section, select an appropriate option:

   • When a customer submits a record

   • When a user links a contact and the field value is populated automatically
   • When a dependent lookup field is populated as a result of this lookup
     You can select multiple options.
7. (Optional) To display multiple results in a list:
   1. Select Multiple Result Display.
   2. Select at least one Primary Sort option in the Sort Order for Multiple Results section.
8. If you selected lookup triggers, in the Lookup Order field, drag the Lookup Key Field entries to reflect the order in which they should be performed.
   Lookups located lower in the list will overwrite any values populated by lookups located higher in the list.
9. Click Save.

10. Publish the container to implement your changes:

    1. In the breadcrumb trail, click the container link.

    2. Click Save and Publish.

       A confirmation message appears.

    3. Click Yes.

       The Publication Succeeded message appears, showing the number of errors and warnings.

To update a link

1. Open the item where you want to modify a link:
   1. Click the Administration tab.
   2. In the appropriate section, click the container that contains the item that you want to modify or click Manage to open the container Administration page. Then double-click the container.
      The container details page appears.
   3. In the left pane, click Items.
   4. Double-click the item.
      The Item details page appears.
2. In the left pane, click Fields.
3. Select the linked field that you want to modify and then click Link to Data Source.

   The Link Device Name to Data Source page appears.

4. Modify the settings as needed, using the information in To add a link an external data source.
5. Click Save.

6. Publish the container to implement your changes:

   1. In the breadcrumb trail, click the container link.

   2. Click Save and Publish.

      A confirmation message appears.

   3. Click Yes.

      The Publication Succeeded message appears, showing the number of errors and warnings.

To remove a link

1. Open the item where you want to remove a link:
   1. Click the Administration tab.
   2. In the appropriate section, click the container that contains the item that you want to modify or click Manage to open the container Administration page. Then double-click the container.
      The container details page appears.
   3. In the left pane, click the item link (such as Record Definitions in workspaces or Contacts in address books).
      The Items page appears. 
   4. Double-click the item.
      The Item details page appears.
2. In the left pane, click Fields.
3. Do either of the following:
   • Select the field that you want to unlink and then click Manage Linked Fields. The Manage Lookup Order dialog box appears. Click Remove Link. A confirmation message appears. Click Yes.
   • Select the linked field that you want to unlink and then click Link to Data Source. The Link Device Name to Data Source page appears. Click Remove Link. A confirmation message appears. Click Yes.
4. Click Remove Link.
   A confirmation message appears.

5. Click Save.

6. Publish the container to implement your changes:

   1. In the breadcrumb trail, click the container link.

   2. Click Save and Publish.

      A confirmation message appears.

   3. Click Yes.

      The Publication Succeeded message appears, showing the number of errors and warnings.

Related topics

Types of fields

Configuring fields with selection lists

Mapping fields to external data sources