Columns
Relation
Use a Relation column to link records across tables, such as an order to its customer or a delivery to its orders. Show links on both sides.
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A Relation column links a record to records in another table. An order links to its customer, a job links to its vehicle, a delivery links to the orders it carries. Instead of copying a customer's name into every order, you link to the customer once and always see their current details.
When to use it#
Use a Relation whenever the thing you are pointing at is a record with details of its own: a customer, a product, a project, a supplier.
- Link to exactly one record, such as an order's Customer, by turning Allow multiple records off.
- Link to many records, such as a delivery's Orders, by leaving Allow multiple records on.
If the choices are simple labels with no details, a Single Select or Multi Select is simpler. If the choice is a member of your organization, use Person.
Settings#
| Setting | What it does |
|---|---|
| View | The view of the other table that people pick records from. Only records visible in that view can be picked, so you can use a filtered view to offer, for example, only active customers. |
| Display Field | The column of the other table shown as the link's label, such as the customer's name. |
| Additional Display Fields | More columns of the other table to show in the picker, such as the customer's city, so people pick the right record. |
| Allow multiple records | Lets one record link to several records. On by default. Turn it off for a single link. |
| Minimum Records and Maximum Records | How many linked records a record must have and can have. Only shown when Allow multiple records is on. |
| Show on linked table | Also adds a column to the other table that lists the records linking to it. |
Show the link on both sides#
A Relation lives on the table where you create it. The other table doesn't need a matching column, but it is often useful to see the link from both sides: an order shows its customer, and the customer shows all their orders.
Turn on Show on linked table when you create the Relation. Give the new column a name under Property name on the linked table, and choose which fields identify this table's records over there. Adding or removing a record on either side updates the link on the other.
If the Relation already exists, you can add the other side later. On the other table, add a new column, choose the Relation type described as "The other side of a relation", and pick the relation under Which relation. Then choose the View and Display Field as usual.
Tips#
- For every relation, be clear about which table it lives on, which table it points to, and whether it holds one link or many.
- Pick a Display Field people recognize, usually a name or an ID.
- To show totals or counts from linked records, such as an order total from its order lines, add a Rollup.
- To show the linked records as a list on the record page, add a nested view filtered on this relation.
- Deleting or archiving a linked record doesn't delete the records that link to it. If your process needs that, use a business rule or a workflow.
- A Relation can be converted to Text, which stores the linked record's ID as text and stops linking to the other table.
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