This step-by-step guide shows you how to use the “Lookup” workflow action to identify records in other modules based on defined characteristics. This function is useful for finding records with the same characteristics in other tables and is excellent for matching existing records and avoiding duplicates. Additionally, information from the found record can be transferred to the original record. A classic example is matching contacts based on their email address.
Step 1: Select Lookup Module
- Lookup Module: Choose the module in which the record should be searched.
Step 2: Define Fields for Matching
- Field in Workflow Module: Select the field from the field list of the workflow module that should serve as the basis for the search (e.g., email address).
- Field in Lookup Module: Select the field in the lookup module that should be used for matching (e.g., email address).
Up to 3 field combinations can be set for searching. Note that matching only occurs with 100% accuracy, and when selecting 3 fields, a match is recognized only if all fields match.
Step 3: Create New Record
- Decide whether a new record should be created if the search returns no results. Note that initially only an empty record without additional information is created. If data should be transferred, this action should ideally be combined with a “Modify Record” workflow action.
Step 4: Add Fields
- Add any number of fields that should be filled when a match is found. You can choose whether to set a specific value, whether the field should be set to a value from another field (fields of the workflow module), or whether a value from the found record (lookup) should be transferred.
Note: With the lookup action, you can only modify the record of the workflow module and not the records of the lookup module.
Step 5: Add Relationships
- Set any number of relationships. First, select the relationship and then set in the “Lookup Relation” dropdown which relationship from the lookup module should be used.
This guide helps you to optimally use the “Lookup” action in your workflows to conduct data matching efficiently and accurately.