How Do I Use the Data Lookup (Single Item) Gadget?

• Overview
• Utilizing in Anonymous Forms

Overview

Once the appropriate API integration(s) have been configured on the backend (see Create an API Integration for Advanced Gadgets), the Data Lookup (Single Item) gadget is ready to use.

• Let's say I want a student to fill out a field on my form that requests their student ID, and then I want some additional information to be included automatically on the form. Drag and drop the Short Text gadget into the center of your form, and give it the label "Student ID."
• Drag and drop the Data Lookup (Single Item) gadget into the center panel of your form.
• Fill in the Gadget Label/Question. For example, once the student fills in the Student ID field, I want the form to populate with their GPA and the name of their advisor.
• Choose the external Data Source where the information that will populate this gadget comes from.

Note: Some data sources require extra pieces of information to be available in the form or from the submitter in order to work properly. This setting will notify you if that is the case.

• If your data source requires an input, or an additional piece of information, you will then be prompted to select the form field or metadata field where that information can be found. You can also include a Hard-coded value, if needed. I will select the Student ID field I created earlier.

• Select any other desired settings in the configuration panel on the right side of the screen.

Note: Although all form builder gadgets perform different functions and have unique settings, many of their initial gadget settings are the same. To see more information about some of the shared settings see the Gadget Configuration Settings article. The settings unique to the Data Lookup (Single Item) gadget are described below.

• Enabling Headless Integration will hide the integration gadget on your form, but rest assured that the integration will still run. This allows you to use the gadget for integration purposes but not expose or display it on the form. Please note, the headless integration option is only available for "Data Lookup (Single Item)" integrations that have outputs configured.
• Under the Add linked auto-filled gadgets setting you have the option to add any Data Lookup (Single Item) fields that were configured with this integration. Simply drag and drop the desired linked gadgets into form. I have added the GPA and Advisor fields in the screenshot below. Once the student types in their student ID the GPA and Advisor fields will automatically populate. 

Note: Even if you have enabled the Headless Integration setting, auto-filled gadgets will still work on your form.

Note:  All gadgets that store their data as simple text are available as inputs for Required Information for Lookup on a Data Lookup (Single Item Gadget):

 - Long Text
 - URL
 - Language Dropdown
 - State Dropdown
 - Country Dropdown
 - Option Ranges
 - Date (UNIX format)

All gadgets that have a simple pair of ID and Description are available and will send the description as though it were plain text.
 - Radio Buttons
 - Dropdowns
All gadgets that have ID and Description pairs, but can have multiple answers.
 - Checkboxes
 - Data Lookup (Multiselect)

Data Lookup (List) gadgets linked to Groups the metadata will include the Group ID and the Group Label.

For more information, see the following article(s):

• Form Gadget Overview - Data Lookup (Single)

Utilizing in Anonymous Forms

Anonymous forms only allow integrations that point to external data and cannot pull information from Kuali Users, Groups, or other App data for security reasons.  Once you enable the 'Create documents in this app' permission for All Anonymous Users in App Permissions you'll see that the Advanced Data Lookup gadget options in the Form designer are locked down and must be enabled:

Upon clicking 'Enable' you'll get a warning message alerting you of the risks utilizing integrations in anonymous forms.  It's important to understand that an anonymous form runs without a logged in user. That means that all backend API calls that the anonymous form makes are accessible to anyone on the internet who can determine what those urls are - sensitive data should never be shared in anonymous forms, even in the lookups.