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Conditional Lookup can fetch matching data from a target table without creating a link relationship first. It is useful when the lookup needs to change based on field values in the current record, such as finding the top-selling product in the same category or looking up data for a matching period.

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Use Cases

ScenarioGood for
Category analysisFind the top-selling product in the same category
Period comparisonLook up the previous period’s sales amount for period-over-period calculations
Customer matchingFind customer details by phone number, email, or customer ID
Detail lookupReturn matching detail records based on conditions from the current record

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Procedure

1

Create a conditional lookup field

Click the + icon on the right side of a field name, choose Conditional Lookup, and enter a field title, such as “Related orders”.
2

Choose the target table

In the target table dropdown, choose the table to query.
3

Configure the lookup field

Choose the field to extract and confirm the returned data type.
4

Set filter conditions

Add filter conditions, choose the field, condition type, and comparison value. The comparison value can be a static value or a field from the current table.
5

Configure sorting and limits

Set the sort field, sort direction, and number of records to show when needed.
At least one filter condition is required. For multiple conditions, choose “All conditions are met (AND)” or “Any condition is met (OR)”.

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Scenario Practice

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Sales Data Period-over-Period Analysis

Tables
  • Period sales summary table, with fields such as period, start date, end date, and sales amount
  • Sales detail table, with fields such as sales amount and sales date
In the period sales summary table, calculate period-over-period growth for each period. First use Conditional Rollup to calculate current period sales, then use Conditional Lookup to fetch previous period sales, and finally use a Formula field to calculate the growth rate. Steps Create a conditional rollup field for current period sales
  1. In the period sales summary table, create a Conditional Rollup field named “Current period sales”
  2. Target table: Sales detail table
  3. Rollup field: Sales amount
  4. Filter conditions:
    • Field: Sales date -> Condition: Earlier than or equal to -> Value: End date field from the current table
    • Field: Sales date -> Condition: Later than or equal to -> Value: Start date field from the current table
  5. Aggregate function: Sum
Create a conditional lookup field for previous period sales
  1. Create a Conditional Lookup field named “Previous period sales”
  2. Target table: Period sales summary table (this table)
  3. Field: Current period sales
  4. Filter condition:
    • Field: End date -> Condition: Equals -> Value: Previous period end date field from the current table
  5. Aggregate function: Sum
Create a formula field for period-over-period growth
  1. Create a Formula field named “Period-over-period growth rate”
  2. Set the formula to (Current period sales - Previous period sales) / Previous period sales * 100
  3. Format it as a percentage with 2 decimal places

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Sales Data Product Analysis

Tables
  • Products table, with fields such as category ID, product name, and sales volume
  • Categories table, with fields such as category ID and category name
In the categories table, find the top-selling product for each category to identify the main product in each category. Steps Top-selling product
  1. In the categories table, create a Conditional Lookup field named “Top-selling product”
  2. Target table: Products table
  3. Lookup field: Product name
  4. Filter condition:
    • Field: Category ID -> Condition: Equals -> Value: Category ID field from the current table
  5. Sorting: Sales volume field -> Descending
  6. Limit display: 1 record
Sales volume
  1. Create another Conditional Lookup field named “Sales volume”
  2. Target table: Products table
  3. Lookup field: Sales volume
  4. Filter condition:
    • Field: Category ID -> Condition: Equals -> Value: Category ID field from the current table
  5. Sorting: Sales volume field -> Descending
  6. Limit display: 1 record

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FAQ

Some complex field types, such as images and attachments, may not support filter conditions.
A regular Lookup field requires a Link field first. Conditional Lookup can match data in the target table directly with filter conditions.
Last modified on May 26, 2026