What is Data Lookup

The skybow Data lookup connector allows you to get values from different data sources, namely from a SharePoint list or library on any site collections of the current tenant and from the list of existing teams in the organization. 

A Data lookup can be added from the "Add" button on the form.

Lookup types comparison

Data Lookup limitation:

• There is no relationship behavior (Restrict delete and Cascade delete).
• There is no synchronization when changing a value on the source item.

Configuration

To configure Data lookup you need to specify:

• Display name: Display field name.
• Internal name: Internal field name.
• Description: Description of the field.
  
• Data Source:
  • SharePoint list from any site - gets values from a SharePoint list or library on any site collections of the current tenant. In other words it's an implementation of a SharePoint cross-site collection lookup functionality. 
    

    Field configuration for the SharePoint list data source:

    • Site Url: Absolute URL to SharePoint site where to take values.
    • List or Library: List or library on the site.
    • Display column: Display column from what to show values.
    • Lookup Filter: CAML query used to filter list item.
      
    • Select the only remaining item automatically after filtering
    • Allow multiple values
    • Require that this column contains information
    • Display as text only: If this option enabled there is no link to open source item.
    • Add to default view.
      Form-related configuration for the SharePoint list data source:
    • Control for editing column values:
    • Default.
    • Enhanced lookup: The main feature is performance. It is recommended to use on lists with a lot of source items on lookup for better form loading. Items are loaded on demand when filtering or scrolling in the drop-down menu. When the source list exceeds a threshold limit, control will be switched to Enhanced Lookup. With Enhanced lookup configuration, you can also display additional columns in the dropdown of your data lookup.
      
    • Remove duplicate items: Allows you to not show duplicate items.

    After you change the Display column name in the configuration panel and you can start the synchronization process which updates previously set values automatically.

    

  • Teams - gets values from the list of existing teams in the organization. 
    Note: To use teams data source it is required to approve API access request with 'Team.ReadBasic.All' permissions in SharePoint admin center.
    
    Field configuration for the Teams data source:
    
    • Return all teams in the organization - The option returns all existing teams in the organization. If the option 'Return all teams in the organization' unchecked - it returns the only teams the current user is member of.
    • Filter query - Graph Api query filter expression. More information about properties can be used you can read here.  Examples:

      startswith(displayName , 'Test')
      displayName eq 'TestTeam'

    • Select the only remaining item automatically after filtering
    • Allow multiple values
    • Require that this column contains information
    • Add to default view.
      Form-related configuration for the teams data source:
    • Default.
    • Enhanced lookup.

Team data lookup placeholders [[Team.Key]], [[Team.Value]] return the id and the name of the team could be used as an output in different actions, for example in M365 action:

• Microsoft Graph Connector - retrieves values from external data sources by connecting content through the Microsoft Graph API. These connections are configured in the Search & Intelligence section of the Microsoft 365 admin center.
  Note: To use Microsoft Graph Connector data source it is required to approve API access request with 'ExternalItem.Read.All' and 'ExternalConnection.Read.All' permissions in SharePoint admin center.
  Field configuration for the Microsoft Graph Connector data source:
  • External Connection - Configured Microsoft Graph connections in Microsoft 365 admin center
  • Unique Key Column - A connection schema property that contains a unique identifier for the value.
  • Display Column - A connection schema property that contains the value to be displayed in the field.
  • Filter query - Keyword Query Language (KQL) filter expression. More information about syntax you can read here
  • Select the only remaining item automatically after filtering
  • Allow multiple values
  • Require that this column contains information
  • Add to default view.
  • Field Label
    Form-related configuration for the Microsoft Graph Connector data source
  • Remove duplicate items: Allows you to not show duplicate items.
  • Dropdown columns: Displays additional columns in the dropdown of your data lookup.
    
    
    

Package & Publish

In case Data Lookup or other lookups could not be automatically resolved during publish process all lookups that need to be set correctly will be highlighted on the "Verification" step using Direct to SharePoint site publish method.

After finishing deployment you can manage Data Lookup in the Maintenance tab of the deployment.

The following fields need to be specified if a Data Lookup is not automatically resolved:

SharePoint list from any site:

• Site URL
• List or library site-relative URL
• List Id
• Display column (Internal Name)
  
  

Note: if you change Display column on target site there is no synchronization process.

In case you are using API deployment there is another approach how to resolve Data lookup configuration: How to run post-deployment script on target site after API deployment

Microsoft Graph Connector:

• Connection ID - Available in the configured Microsoft Graph connections in Microsoft 365 admin center
• Unique Key Column - format for this column, e.g. Id|int64|false|true
• Display Column - format for this column, e.g. Name|string|true|true