Manage and edit lookup tables

Devo users with the necessary administrative permissions can perform the tasks shown below with existing lookups. All of these tasks are carried out in the Lookup management tab of the Data search area.

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What permissions do I need?

To access this area and see the lookups shared with you, you need to have at least the View versions of the Lookups permission for upload lookups and the Query lookups permission for query lookups. However, to be able to perform the management and edition tasks described in this article you need to have the Manage version of those permissions. Having the User resources permission is equivalent to having the Manage version of these two permissions.

Take into account that these two permissions are hierarchy-based, meaning you need to enable Lookups in order to enable Query lookups. Additionally, at least the View version of the Finders permission is required to enable the Lookup permission (know more about permissions here).

Additionally, if you’re not the owner of the lookup, you need to receive at least View access to the lookup in question via sharing, otherwise, you will not be able to see it. Check Share lookups to know more.

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Lookup information

In this area, you can see all the lookups that you have access to and the different information that helps you identify them and their content:

Find your lookup

Since the number of lookups you have access to might be potentially high, it is important to be able to quickly find them. To do that, you have at your disposal some functionalities to filter and sort them.

Filter

You can use the Filter lookups field, which filters as you type to show only those lookups that contain the specified string in any of the fields.

You can also the field filters by clicking Filter next to the Filter lookups field to deploy a menu where you can search for specific values in each field. You can combine different field filters for a more concise approach.

Sort fields

You can click the arrows in each field header to sort the field values in ascending or descending order. Clicking a third time goes back to the default option, which is ordered by last update.

Display density

Use this option to define the vertical spacing between rows so you can see and manage them more comfortably according to your preferences. You can select Compact for a tighter approach and Comfortable for a wider approach). 

Lookup management options

In this area, you can manage the lookups that you have access to. Click the ellipsis icon on the right of any lookup row to access the following options:

Be aware that some of these options require specific permissions, mainly Lookups (View/Manage), Lookup restrictions (View/Manage), and Query lookups (View/Manage). If you do not have them, you will not see the option in the ellipsis menu. To know more about permissions and see the full list, check Role permissions.

Edit an uploaded lookup

Select Edit to edit the content of the uploaded file.

You can filter rows using the filtering buttons above the table to display the fields according to modification status (All, Modified, Created, or Deleted), which will determine the actions you can carry out to edit the lookup content (see the table below).

After performing the required modifications, click Save changes to apply them to the lookup or Reset changes to restore the original lookup version in case you are not happy with the changes.

Edit a static query lookup

Using the Edit option explained in the table above will open the data search with the query used to feed the lookup, where you can perform the necessary operations to get the new conditions (create fields, group, aggregate, or change the time range).

Click the gear icon in the toolbar and select Set query change in lookup. Make the necessary changes in the Edit query lookup window (add or remove fields, or change the key field) and click Save settings. This window contains the same settings explained here.

It may take a few minutes to apply the changes. Go to Data search → Lookup management and check the Status field of the lookup. Changes will be applied once the indicator turns green.

To add values from a query lookup to a data table, follow the steps explained in Add lookup values to your query.

Related articles:

• Upload a lookup table

• Create a lookup table from a query

• Add lookup values to your query