Configuring a Related Records Field

Overview

What are Related Records?

A Related Records field automatically pulls in records from an application to the single record of another, based on a matching key field. This is how you can relate your database apps together. 

In order to pull information from one app to another, you will need to set Fetch Criteria. Fetch Criteria refers to the two fields that need to match in order for the information pull to happen. Fetch criteria is specified by the following two fields:

  • The field on the form of the same app. 
  • The field in the app that holds records to be displayed in the Related Records field. 

When the selected fields for Fetch Criteria match, data from the datasource app will be displayed.

Please note:  

  • The application of thousands separators and so on is dictated by the settings configured on the app that is being referred to. Rounding is also configured by the app settings.
  • The "Related Records" field cannot be displayed on the "Record List" screen.
  • The values in the "Related Records" field are not included in the following operations:
    • Create Graph
    • Automatic Calculation
    • Search
  • When previewing an app, data from activated apps is displayed in the Related Records field.

Requirements for Related Records

  • Two Kintone applications: one data source app and one app to display the data.
  • Each application must have fields, with a valid combination, to use as Fetch Criteria. For more details, see Fields that can be Specified as Fetch Criteria.

Configuring Related Records

  1. Within an app, click the Gear wheel Screen_Shot_2017-07-19_at_9.43.03_AM.png on the right.
  2. Click the Form tab.
  3. Drag and drop the field to the form. 
  4. Hover over the Related Records field Settingsand click Settings.
  5. Set the following options: 
    • Name- Enter desired Table Name, or select Hide Field Name.
    • Data Source App- Select the app you wish to pull data from.
    • Fetch Criteria- Set the criteria to pull records in. From the first drop-down, select the field in the current app, and from the second drop-down, select the field from the data source app. When these fields are equal, the associated records will display in the current app. 
    • Filter- Set optional filters to view only the data that meets the filter conditions in the Lookup Picker.
    • Datasource App Fields to Display- Using the drop-down, select one or more () fields to display in the current app. 
    • Display Order- Set a optional sorts to override the default record sorting of descending by Record Number.
    • Max Records to Display at a Time- From the drop-down choose the desired amount of records to display, either 5, 10, 20, or 30.
  6. Click Save.
  7. Click Save Form and Update App.

Please note:

  • The conditions for Fetch Criteria and Filter are determined depending on the permission level of the user who is viewing the record. If the user who is viewing the record does not have permission to view the fields that are used for the conditions, those conditions will not be correctly determined. See Managing Permissions.

Fields that can be Specified as Fetch Criteria

The following combinations of fields can be specified for as Fetch Criteria in a Related Records field:

Field in This App Field in Datasource App
Text
  • Text
  • Link
  • Lookup
    * Only when the Text field is specified for "Key Field"
Number
  • Number
  • Calculated
  • Record number
  • Lookup
    * Only when the "Key Field" is one of the following types:
    • Number
    • Calculated
    • Record number
Calculated
Link
  • Link
    * The type of the entered value must be the same.
Record Number
  • Number
  • Calculated
  • Lookup
    * Only when the "Key Field" is one of the following types:
    • Number
    • Calculated
    • Record number


Please note:

  • Any field that is set in a table cannot be specified.
  • Values in the Calculated fields are treated as a Number, regardless of the display format that is set for the field.
  • When the display format of a non-number type is set, each value in the calculated field is treated as the following number values respectively:
    • If the display is in the hour format, the value is treated as seconds.
      • Example: 1 hour will be treated as "3600".
    • If the display is in the time format, the value is treated as the number of seconds elapsed since 00:00 AM.
      • Example: 1:00 AM will be treated as "3600".
    • If the display is in the date format, the value is treated as UNIX time* at 00:00 AM (UTC) of that day.
      • Example: 2014-4-1 is treated as "1396310400".
    • If the display is in the date and time format, the value is treated as UNIX time* of that day. The time zone is applied to the date and time.
      • Example: 2014-4-1 00:00 AM (UTC) will be treated as "1396310400".

    * "UNIX time" is the number of seconds elapsed since 1970-1-1 AM 00:00 UTC.

FAQ

Can the width of a field that is displayed in the Related Records field be changed?

  • No. The width of a field that is displayed in the Related Records field cannot be changed. Alternatively, you can change the number of characters for the field name to adjust the displayed width in the Related Records field.

Can the Related Records field be displayed on the Record List screen?

  • No. The Related Records field cannot be displayed on the Record List screen.


Related Topics:

Configuring a Lookup Field

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