How to use lookup function in Nintex forms for office 365 SharePoint Online

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In this Nintex forms for Office 365 tutorial, we will discuss how to use lookup function in Nintex forms for Office 365 SharePoint Online.

Nintex forms lookup function

When you need to pull the data to your Nintex forms from other SharePoint lists, we can use the Lookup runtime function.

Lookup function which allows you to retrieve data from a column within a SharePoint list and display that data on a form or use it in a Formula in Nintex Form.

The Lookup function can be utilized within a Calculated Value control, Form Variable, or Rule.

The syntax for configuring the Lookup function in Nintex Form:
lookup(List Title, Column to filter on, Value to filter on, Output column)

  • List Title – The title of the list that contains the data you are retrieving.
  • Column to filter on – The name of the column in the list that you want to filter on. This column is used to filter which list items are returned as matches occur against the third parameter.
  • Value to filter on – The specified value that is compared against each item in the list. Here, be sure to use a Named Control instead of an item in the Item Properties tab for this value.
  • Output column – The column name in the list from which the data is retrieved.

In our example, I have an employee list in SharePoint Online which has a department number column.

When a user enters a value into the Department Number field, the Employee form pulls back data from the Department list using the Lookup function in Nintex form. The following two lists were created and configured for this example.

Step 1: We created a list called “Employee Info” in SharePoint Online.

nintex forms lookup function
nintex forms lookup function

Step 2: Second List called “Department” and it has columns like: Department No, DeptName and Location like below:

nintex forms lookup function
nintex forms lookup function

Step 3: Open the Employee Info form in the Nintex Forms designer. Add a ” Calculated Value ” column to the Nintex form to display the Department Name(DeptName) and for Location also as shown below.

nintex lookup runtime function
nintex forms lookup field
  • For DeptName control, double-click on “Calculated Value ” control.
  • To configure the Control Settings with the following values:   Formula = lookup(“Department”, “Department No”, DepartmentNO, “DeptName”) where “DepartmentNO” is the Name of the form control.
  • Name = DepartmentName
  • Connected to = DeptName
  • Save as data type = String
  • Recalculate formula on view mode = Yes
nintex forms lookup function example
nintex forms lookup formula

Step 4: For the Location control, do the same thing as shown below.
Formula = lookup(“Department”, “Department No”, DepartmentNO, “Location”).

  • Name = Location
  • Connected to = Location
  • Save as data type = String
  • Recalculate formula on view mode = Yes
nintex forms lookup runtime functions
Lookup runtime function-with Calculated value reference

Step 5: Save and Publish the Nintex form(Employee Info), Enter a valid value into the Department No field on the form and go to another field. The form will automatically pull and display the data from the Department list into the Department Name(DeptName), and Location fields as shown below.

nintex forms lookup function example
Lookup runtime function with Calculated value

You may like following Nintex tutorials:

This Nintex tutorial, I have explained how to use lookup runtime function in SharePoint Online Office 365. I have shown how we can populate Department Name and Location after user enters Department No in a Nintex Form in SharePoint Online.

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