Would you like applicants to be able to search by a certain field to then populate a grouping of other fields? 

For example:

• Search by course number to populate instructor, day/time, location, etc.
• Search by room to populate location, capacity, etc.
• Search by instructor to populate title, department, office number, etc.
• Search by student to populate ID number, GPA, class standing, etc.

The Data Lookup Tool is a custom component designed for these purposes. It begins with setting up a data feed for your site with your IT team. Following that configuration, administrators can use the tool on any application form they choose, listed in the steps below.

Determining the Dataset

• InfoReady will work with your IT team to construct a file that is sent to your InfoReady site (typically daily).
• Each dataset must have a lookup field: The piece of information applicants will search by, which must be unique for each entry. For example, a course or room number, or a person's netID.
• The lookup field will be the first column (A) on the daily file.
• Subsequent columns list additional data, with each header matching the desired field label on the application.
• Columns should be listed in the order you'd like them to appear on the form.

1. Add the Data Lookup Component to the Application Form

• From the Requirements page of any opportunity made from the Form Designer Template, in the InfoReady Tools section, there will be a Data Lookup icon:

• If your site is only configured with one data set, jump to step 2.
• If your site has more than one data set, select it from the list and then click Ok.

2. Configure the Fields

• A modal will display the potential fields you can include on the application form.
• The Lookup Field is determined during the initial implementation process with your IT team and cannot be edited per form. 
• In the Display in Search column, you should select any field that users may search by to find the correct entry.
• In the Populate column, select any field you'd like to actually show on the application form and be available as data in reporting and PDFs when managing your process.
• Once all selections are made, click Ok to add the tool to the form.

3. Determine Amounts and Check Fields

• You will see the base tool on the screen, which is organized by the data source as the overall section and each field within the section.
• To make any adjustments, click Settings at the bottom of the section.

• A - The overall section title can be renamed but should be descriptive of the overall data set.
• B - You can make the section required.
• C - Determine if you want an initial section to show to the applicant.
• D - The minimum number of entries required.
• E - The maximum number of entries the applicant is allowed to enter.
• F - Click to bring up the same modal from Step 2 to make adjustments

Applicant Experience

• When applicants reach that section of the form, they can start typing to search by the lookup field only and select the appropriate data.
• Note: Even though applicants will see other data in the dropdown, the search only functions for the initial lookup field.

• If they're allowed to enter more than one section, they will click the Add new link at the bottom of the section to enter additional, up to the maximum selected by administrators (see E in Step 3).

Administrative Reports and PDFs

• Responses gathered in the Data Lookup Tool are treated the same way as a Repeatable Section.
• In Excel reports, each field in each data section is treated as a separate question.
• For example, if each data section has 4 fields, and the applicant inputs 10 entries of the section, there will be 40 separate columns on the Excel report.
• Excel Column Headers and PDF question labels are in the format: Section Name/Field Label

Have more questions about this topic? Go to the Community Forum to pose the question to other users or submit a support ticket to InfoReady.