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You can use the Set Criteria option in lookup fields to
restrict the entries that will be displayed in the lookup field, based
on a given criteria. Let us take the example of the Library Manager application, which consists of the following forms:
- Book form with the fields (Name, Author, Status). The Status field can have one of the following values 'Available' / 'Issued'
-
IssueBook
form with the fields (BookName, IssueDate and IssuedTo). Here, the
field 'BookName' is a look up to the 'Name' field of 'Book' form.
By
default, the field 'BookName' in 'IssueBook' form will display all the
books present in the 'Book' form. But our requirement will be to list
only the books with Status as 'Available' in the 'BookName' picklist
field. We can easily achieve the above requirement by giving the
following criteria for the look up field 'BookName'. In the screen-shot
given below, the deluge criteria Status="Available", is added to the BookName lookup field.
The equivalent deluge script definition of the Book_Name field is given below.
Book_Name
(
displayname = "Book Name"
type = picklist
values = Books[Status == "Available"].Name
)
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Another widely used scenario is restricting the picklist entries
based on the user who logs into the application. For example, assume
that an organization has created an appraisal form to be used by
managers to appraise his subordinates. When a manager logs in, only his
subordinates must be available for choosing in the employee picklist.
In this case, the lookup field will be the 'Employee_Name' from 'Employee' form and the 'Set Criteria' will be ManagerMailID == zoho.loginuserid, where ManagerMailID, is the deluge field name in the Employee form which holds the zoho login emailid of the manager and zoho.loginuserid returns the email id of the user who has logged into the application.
Also Refer: Tips & Tricks -> Display Picklist based on loginuser.
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