Cross-Reference Fields

Cross-reference fields enable users to create associations between records in the same application (internal references) or records in 1 or more different applications (external references).

For example, if you have an internal cross-reference field in a Trouble Tickets application, you can associate 1 ticket to other related tickets. If you have a cross-reference field in a Violations application that references an Investigators application, you can select investigators for individual violation records.

Add new and lookup behaviors

When you configure a cross-reference, you can decide whether users can add new records, lookup existing records, or both from the cross-reference.

Related records fields

When you create a cross-reference field that forms an external relationship with another application, a related records field is automatically added to the related application. Likewise, if you create a cross-reference field that forms an internal application relationship, a related records field is automatically created in the application that has the cross-reference field.

The related records field is a mirror image of the cross-reference field, meaning that it allows you to see all of the records that have been cross-referenced to a particular record.

For example, you have a cross-reference field in a Trouble Tickets application that references records in a Technicians application. In the Trouble Tickets record, users can assign 1 or more technicians through the Technicians cross-reference field. Users can then open any technicians record, and through the related records field, see each trouble ticket record assigned to a technician.

If you create a cross-reference field to a leveled application, you have the option to reference a specific level or to reference all levels. If you reference a specific level, a related records field is created at the data level specified. If you reference all levels, a related records field is created at each data level in the related application. In the case that more data levels are subsequently created in the leveled application, a related records field is added to each new level.

When a related records field is added, it is listed in the Available Fields list on the Layout tab. As a configuration administrator, you must move the related records field into the application layout before it is displayed to end users. You can also rename the field and select fields from the related application, questionnaire, or sub-form whose values you want to display in the related records field.

If a related records field is configured to display in the layout and a user does not have access to records in the related application, questionnaire, or sub-form, the related records field is not displayed for that user.

Calculated cross-references

You can also create a calculated cross reference which enables you to dynamically create relationships between records in 2 different applications. Calculated cross references can eliminate the need for some data feeds and provide more real time data links.

For example, you could create a calculated cross reference on the Vulnerability Scan Results field within the Devices application that systematically creates a link between Devices and Vulnerability Scan Results when there is a match on the IP Address in both records. In addition you can apply a filter that creates a link for Scan Results only when the Severity of a Scan Result contains Severe.

Calculated cross-reference fields do not match when there is no value in the field (for example no selection in a value list, or the field is blank).