Introduction
When viewing a Lookup List, columns containing various properties of the displayed Lookup Items appear to provide clarifying information about the Lookup Items. For example, in the Entity & Person Lookup List below, the columns Name/Last Name and Entity Type appear.
Which columns appear is the result of a Saved Search that is being called on when the Lookup List is opened. A new Saved Search can be created to add or remove columns from the Lookup List, and this new Saved Search can then be made default for the logged in user's account so that the desired columns appear in the Lookup List every time.
Creating a New Saved Search for a Lookup List
To create a new Saved Search containing the desired columns for a Lookup List, follow the steps below.
Open the Lookup List that needs its columns changed by navigating to a field that uses that Lookup List and clicking the Lookup List icon
.
Most but not all Lookup Lists can also be accessed by navigating to Admin>Lookup Lists>Lookup Items then finding the desired Lookup List within the Menu on the left side of the page.
Within the Lookup List, click Advanced in the Search section at the top of the page to create a new Saved Search.
Click Columns to view the columns currently displayed in the Lookup List. Each column is represented by a line containing In Section and In Field menus. The In Section menu identifies the Screen that the column's data will be found on, and the In Field menu identifies the Screen Field that the column is displaying.
To remove a column from the new Saved Search, click the Remove icon
next to the column line to be removed. If no columns need to be removed, proceed to step 5.
To add a new column, click the Add another icon
next to the existing column line that the new column should appear to the right of in the final result. If no columns need to be added, proceed to step 6.
On the newly added column line, select the appropriate Screen in the In Section menu, then select the appropriate Screen Field in the In Field menu.
Add any additional columns by repeating the steps above.
Once the desired columns have been removed and added, click Save on the left side of the page.
Enter a name for this search in the Search Name field. Tick the Save as Default checkbox to make this new Saved Search your default search for this Lookup List.
Click the Save button underneath the Search Name field to save this new Saved Search. The new column layout will be displayed in the Lookup List. If the Save as Default checkbox was ticked, this new layout will automatically apply to this Lookup List when it is opened in the future.
Accessing and Making Default a Saved Search Made by Another Account
If another user has already created a Saved Search for a Lookup List that you would like to access or set as your default, follow the steps below.
Accessing a Saved Search within a Lookup List
Open the Lookup List for which the Saved Search was created. See Step 1 in the above section for information on how to open a Lookup List.
Click Advanced.
Change the value in the Saved Search menu to the name of the desired Saved Search. The Lookup List will automatically update with the columns from the selected Saved Search.
Marking a Saved Search in a Lookup List as Default
To make a loaded Saved Search the default search for your account, follow these steps after completing steps 1 through 3 in the section above.
Click Save on the left side of the page.
Tick the Save as Default checkbox, then click Save As. The Saved Search and its columns will now appear as the default results when your account accesses this Lookup List in the future.
