Data Lookup Filters with Terms enabled

If you are using the Terms gadget, you can configure data look ups so that they only refer to versions of an item where the term dates overlap.

Configure data lookup filters for data sets with Terms enabled

• Define when the primary document will update
• Define what a user can search for with the lookup

Imagine that you have a course that contains learning objectives, and they need to reference a program. As long as the course form and the program form both use the terms gadget, you will be able to configure them so that the term dates match. This will mean that a course that has a term date of Fall 2023-Summer 2024 would not show up in a program that has a term starting in Fall 2024; but a course that had term dates of Fall 2024-Summer 2025 would because the term dates overlap.

To configure a data lookup using filtered data based on terms:

• Start by adding a either the data lookup (list) or (multi-select) gadget to the form.
• Select the fields you would like to be available for the filter.
  • When selecting available fields, ensure you have selected the Terms gadget on the form you are pulling in. If you do not select Terms, you will not see the specific Curriculum Management settings needed to proceed.
    
• Select Advanced Settings below the linked data source. If both forms have the Terms gadget on them, you will see two filter options.
  

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  • General Settings - These settings allow admins to configure filters as normal
  • Curriculum Management Settings - These settings will set up filters that will pull in the version of a document that overlaps with the terms.
• Select Curriculum Management Settings.

Note: If no version meets the criteria defined, then it will use the latest version of an item.

Define when the primary document will update

This will indicate when the document will update based on the data within the linked document. For example, if you are creating a proposal for a program - then this program would be considered the primary document. When you list a course on the program as a requisite, that course would be considered the linked document.

The options available will be:

• Never
  • The primary document will not be updated, even if a new version of the linked document becomes available.
• When the linked document is saved
  • This includes when a document is edited and then saved on the specific version that is linked (whether as a draft, submitted to workflow, or completed). This does not update upon creation or saving of a new version of the linked document.
• When a new version of the linked document is submitted
  • The primary document will be updated when a new version of the linked document is submitted into workflow.
• When a new version of the linked document is completed
  • The primary document will be updated when a new version of the linked document has completed the approval process.

Define what a user can search for with the lookup

Once a data set has been selected, you can set up filters based on the data that was selected. This can help prevent users selecting an item that does not have overlapping term dates.

• Click +Add a filter.
• The filter is built by making selections relating to the linked document, a condition, and then the primary document. For example, the selections below will ensure that a linked document can only be selected if the start date of the term is on or after the start date of the primary document.
  • The first dropdown allows you to select a field from the document to be linked, or to begin nested logic.
  • The next field allows for a condition to be selected.
  • The third field defines the field on the primary document that this will be compared to.

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

• When will my document update to point at new versions if I have terms enabled?
• Can I apply other filters for when the data lookup will update to point at new versions?
• What happens if a linked version is changed to no longer meets outlined criteria?