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A data type can have a Relation field that points to records of another data type. For example, each Store can point to the Customer who owns it. You set the relation up on the data type; see Field types. This page explains how relations behave when you add and read records.
Required permission:
  • View data source
  • Create data, Edit data source (to set a link)

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Choose a linked record

When a data type has a relation field, its record form shows a picker for it.
Relation picker
  • Click Choose a record to open the list of records of the linked data type.
  • Type in Search by title to find a record. The list searches as you type and shows the results page by page, so it works for data types with many records.
  • A relation set to One holds a single record. A relation set to Many lets you tick several.
  • Click Clear selection to remove the link.
  • If the list can’t be loaded, the picker says Could not load the list to choose from. Close the form and try again.
If the linked data type is limited by hub, the picker shows only records from the hub you are working in. A link is stored only on the record that holds the relation field. The linked record shows it as a read-only list:
  • The Customer record lists every Store that points to it.
  • You can’t change that list from the Customer. Edit the Store to change or remove its link.
  • If nothing points to the record yet, the list shows None.

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Extra information on built-in data

The built-in data types User, Hub, Role, Vehicle and Task Type can carry extra fields that you define, such as an employee number for a user or a region for a hub.
  1. Open Workflow › Data Type and edit the built-in data type. Add the fields you need. Until you do, the data source shows No custom columns yet. Add fields to this Master Data in Data Types. and New is greyed out.
  2. Open Workflow › Data Source and pick that data type. Each row is the extra information for one user, hub, role, vehicle or task type.
  3. Click New. The New record dialog opens. Click Choose an entity to pick which user, hub, role, vehicle or task type the information belongs to. Type part of a name to search, for example part of a vehicle’s plate number. Fill in the fields and click Save.
To change an entry, open the row menu and choose Edit. Choosing Delete asks Delete this entry?. This removes only the extra information. The user, hub, role, vehicle or task type itself is not deleted. The same extra fields also appear where you edit users and hubs in Settings, under Extended data.