Database Lookups

Database Lookups automation runs a database lookup to automatically populate additional fields on an object based on a value entered by a user. By taking advantage of this functionality, manual data entry is reduced.

Requirements

Before you create the Database Lookup automation, you must already have lookups set up in the Forms application. For more details, see Field Mapping.

To create a new Database Lookups automation you must configure:

  1. General Settings
  2. Build Lookup

1. General Settings

  1. In the Automation app click on Database Lookup in the side navigation.

  2. Click on the + New Scheduled Lookup button.

    Automation - Database Lookups

  3. In the General tab, enter the name for the new Database Lookup automation in the Scheduled Lookup Name field.

  4. If you have an on-premises instance of Vasion, you may enter a value on the Run On Machine filed otherwise leave blank.

    General Lookukp configuration

    The value in this field determines the server used to run the automation and is only required where there are multiple Vasion clients and / or client services running for the environment.

  5. Use the Perform drop-down to select the frequency you want the automation to run. The next fields that display depend on what you select here.
    1. Once — use this option to only run the automation once. The next field display updates to Start Date, and you can type the date in the format shown or click on the Calendar icon Calendar icon to pick the date.
    2. Daily — use this option to run the automation every day. The only remaining option is the Start Time.
    3. Weekly — use this option to run the automation once a week. The next field updates to Weekdays and you can use the drop-down to select one or more days of the week by checking the appropriate box.
    4. Monthly — use this option to run the automation once a month. The next field updates to Months and you can use the drop-down to select one or more months by checking the appropriate box.
    5. Frequency — use this option to run the automation at a specified time interval in minutes. In the next field, type in the number of minutes for the time interval.
  6. In the Start Time, enter the time of day to run the automation in the format shown or click on the Clock icon Clock icon to pick the time.
  7. If the Monthly option is selected, a Day of Month field is shown. Type in the day of the selected month(s) when you would like to run the automation.

2. Build Lookup

  1. Use the Lookup drop-down to select the database lookup you want to automate.
  2. Check the Lookup in Specific Folder box to specify in which folder .the lookup should run.
    1. Click on the Browse button to select the folder where you want to run the lookup . The folder you select displays in the Folder field.
  3. Check the Move to Folder option if you would like to move the documents once the lookup has completed.
    1. Use the Browse button to select the folder where you want to move the documents. The folder you select displays in the Move to Folder field.

Build Lookup section

Permissions

You can change who can see or edit the automation by assigning user or group permissions. If you leave all users and groups in the left column, then the automations can be seen by all users and groups by default.

  1. Click on the Permissions tab at the top of the screen.
  2. Select the users and / or groups you would like to have permission to access the folder and click the right arrow button Right arrow icon.
  3. You can also add or remove all users or groups by clicking on the Add All or Remove All buttons above each column.

Lookup permissions

The roles that a user has can also limit which users can see and run this job. See Roles for more information on what roles do and how they may affect what you are trying to do.

When the configuration is complete, click Save at the top of the page to save your automation and run automatically based on the specified settings.