Best Practice - using form data as lookup

asked on September 6, 2018

I have a question about a best practice solution. I have an existing forms process (purchase Request) which currently ends with the addition of a PO Number and attached purchase order form. The form and metadata are then stored to the repository. What we would like to do in incorporate an “Amended Request” process where a new instance of the same form would be initiated. The user would enter the existing PO Number which would populate several additional fields from the original Form.

I have found where this has been done by creating a view in the Forms database based on the instance ID. https://answers.laserfiche.com/questions/143443/Use-forms-database-in-field-lookup

Do you think this would be the best approach or is there a way to more directly access the metadata from the repository and use this as a lookup value?

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replied on September 6, 2018

I would actually recommend building your own data source. After the initial submission, store the Purchase Request information in your own database, keyed on PO Number. Then use this data source as a lookup rule for your Amended Request process.

Yes, you could write views looking at the forms data, however then you are making your lookup rules dependent on a) the Forms table schema staying relatively constant between versions and b) you are relying on your Forms Administrators to never clear/delete instance information from your Forms system. These events may not be super common, but creating your own data source is much more reliable and controllable.

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replied on September 6, 2018

Excellent suggestion. Thank you

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